Are you a natural organizer who can support both the executive board and the management team while keeping the Facility team running smoothly?

Your goal: everything runs seamlessly, and there’s a positive atmosphere throughout the organization.

Description

As a Senior Management Assistant, you are the right hand of the executive team (CEO and COO), supporting the management team (MT) and ensuring smooth operations. Additionally, you facilitate the organized execution of tasks for colleagues in the Facility Management team. This role places you at the heart of the organization, offering significant autonomy to shape your responsibilities.

Your duties include supporting the executives and MT by coordinating events and business trips, managing schedules and inboxes, ensuring office facilities are well-maintained, and providing a listening ear to all employees. The Facility Management team consists of three members, including two individuals with disabilities, and you will lead this team as a hands-on supervisor.

But what does your workweek actually look like?

After a relaxing weekend, your week starts with the agenda meeting with the executive board. You highlight possible scheduling conflicts; they outline their key priorities for the week. This informal meeting also serves as a moment for the executives to catch up with one another.

Next up is the facilities team meeting; organized by you. Together with your colleagues, you go over the weekly planning and ensure everyone is clear on their tasks. After that, you take a walk through the office to check if everything is in order.

In the afternoon, you prepare for the board meeting scheduled for the next day. You send out the agenda, wrap up the minutes from the previous meeting, and go through action points with one of the executives. Meanwhile, a management team member asks you to organize an external meeting later this week. No problem for you!

The next day, you participate in the board meeting. You take (concise) minutes and ensure everything runs smoothly. In the afternoon, you assist an MT member with booking a complex business trip. You regularly check the executive inbox for urgent messages and handle as much as possible yourself. You reschedule a meeting with a client via their executive assistant, and before wrapping up your day, you walk through the office for a quick chat with colleagues. Checking in, picking up signals, and sharing anything relevant with the board. You’re their eyes and ears in the organization.

This week also includes the Prime Vision Update Session. Whether onsite or via Teams, the executive board informs all staff through videos and presentations. You’ve prepared this session, tested the software, double-checked all media, and everything runs smoothly, thanks to your meticulous planning.

You’ve chosen to work one day a week from home (flexibility is possible). On this day, you coordinate the English internal newsletter, catch up on outstanding tasks, and organize appointments. One MT member asks if you can finalize and send out a client contract with the legal advisor. You stay in touch with your team via Microsoft Teams and brainstorm with a colleague about next week’s employee surprise gesture.

And then… it’s finally time for the well-deserved weekend.

Your key responsibilities

• Support the executive board by managing calendars, inboxes, and scheduling external meetings for the management team.
• Prepare board meetings and formal gatherings, and take minutes.
• Organize company-wide events and gatherings.
• Handle internal communications on behalf of the executive team.
• Coordinate and motivate the Facility team, promoting a collegial and supportive atmosphere.
• Manage contracts related to facility services.

What we offer

A senior role with impact within an innovative and internationally oriented company:

• A crucial role at the heart of our company.
• A flat organizational culture with over 20 nationalities represented.
• A company laptop and mobile phone for professional use.
• Free fruit and great coffee in our cozy Grand Café.
• Personal training sessions with a certified trainer in our in-house gym, at a reduced rate.
• Profit-sharing scheme available to all employees.
• The option to purchase additional vacation days on top of the standard 25.
• An unlimited training budget for personal development through the PV Academy.

Who are you?

• You’re a true organizational wizard with strong administrative skills.
• You’re an excellent communicator and enjoy engaging with both clients and colleagues at all levels.
• You’re tech-savvy and actually enjoy working with digital tools.
• You bring energy and a natural, easy-going presence to the workplace.
• You have an excellent command of both Dutch and English.
• You’re available for at least 36 to 40 hours per week and operate at a higher professional education level (HBO+).

Particularities

We also warmly invite you to apply for this exciting position even if you don’t yet have coordinating experience, but see it as a great opportunity to grow into such a role. We’ll make sure you receive the necessary training and support to develop these skills.

In the context of corporate responsibility, Prime Vision as a company is particularly open to applications from people with a disability.

Convinced this job fits you?

Do you want to play a key role as a Senior Finance Manager in our growth and innovation? Apply now! Send your CV and motivation letter or video to sollicitaties@primevision.com.

The application process consists of two interviews and a Big Five personality assessment. We look forward to receiving your application.