Summary
This role is a high-level Executive Assistant position supporting the Chief Commercial Officer (CCO) and the Chief Financial Officer (CFO) of Advario. The Executive Assistant (EA) is a key staff member of the CCO & CFO. The ideal candidate possesses exceptional organizational skills, discretion, and the ability to anticipate needs in a fast-paced environment. This position requires a bachelor's (HBO) degree and significant experience supporting C-level executives. It offers the opportunity to work closely with top leadership and contribute to high-level operations.
Major duties/responsibilities
Calendar Management and Scheduling for CCO/CFO
- Serve as primary point of contact for the CCO & CFO, managing emails and correspondence
- Proactively manage CCO & CFO’s calendar, resolving conflicts and aligning meetings with business requirements
- Prioritizing and filtering meeting requests in line with the directives
- Maintain a comprehensive corporate calendar integrating CCO & CFO, the Executive Leadership Team (ELT), Supervisory Board (SB), the Management Board (MB) and Extended Leadership Team (ELT) meetings, travel, and key events
- Schedule and organise meetings with executive level external stakeholders
- Coordinate with other EAs to ensure an integrated view of ELT activities
- Arrange logistics and pre-read materials for ELT meetings as requested by CCO & CFO
- Ensure CCO & CFO preparedness by providing necessary materials and information in advance of engagements
2. Travel Management for CCO/CFO
- Arrange domestic and international travel according to company protocol and general travel norms
- Create and manage travel itineraries in our company's booking system
- Coordinate with travel vendors for flight and hotel bookings, including modifications
- Assist with passport, visa, and global entry updates as needed
- Maintain an aligned yearly travel calendar for the CCO & CFO in collaboration with other EAs
3. Meeting Support for CCO/CFO
- Schedule, prepare ELT meetings
- Upload ELT materials to Teams, sharing pre-reads and minutes timely
Coordinate external attendees ELT meeting – invitations, greeting visitors, etcetera - Draft and edit emails, memos, and other communications as needed
4. Expense management for CCO/CFO
- Preparation and timely submissions of expense management claims
- Well organized in maintaining travel bills and adhering documents
5. General for CCO/CFO
- Organize and support relevant line-lead/functional events for CCO & CFO, both globally and locally
- Provide office administrative support including supply management and etiquette enforcement, in collaboration with other EAs.
- Assist with light facilities management tasks as needed, in cooperation with other EAs
- Serve as backup for other HQ EAs during absences, working as one cohesive team
- Manage the end-to-end procurement process on behalf of the CCO & CFO
- Perform other related duties as assigned
What this role is not
This role is not a traditional administrative assistant position focused solely on reactive scheduling. It requires initiative, the ability to coordinate globally, and comfortable working in environments where agility is paramount.
Your profile
- Bachelor's (HBO) degree in a relevant field
- Minimum 10 years' experience as an EA at C-level
- Proven success in fast-paced corporate environments
- Available 5 days per week (40-hour contract)
- Excellent communication skills with senior leaders and stakeholders in Dutch and English
- Exceptional planning, organizational, and time management abilities with ability to look at agenda through eyes of the CCO & CFO
- Adept at multitasking and managing priorities under pressure
- Strong organisational skills and attention for detail
- Proficient in MS Office, SharePoint, Teams, AI tools, and technology
- Adaptable and comfortable with ambiguity
- Proactive with strong initiative and problem-solving skills, high slef-starting capabilities
- Growth mindset with focus on teamwork and results
- Professional, articulate, and positive demeanour, team-builder
- Objective, discrete, and ethical approach
- Ability to build cordial relationships across diverse teams
- Fluent in English and Dutch, both written and spoken at professional level
Key Success Factors
- A trusted and strong partnership with the CCO, CFO, and the relevant stakeholders
- Effective management of their time, maximizing impact and maintaining alignment with strategic priorities
- Smooth, professional, and well-coordinated agenda management, stakeholder interactions, and polished communication across all correspondence
Working conditions
- Office based position, be in the office physically a minimum of 4 days and ensuring coverage 5 days a week with other EA’s.
What we offer:
- Competitive salary
- Comprehensive benefits package
- Opportunity to work closely with top executives and contribute to high-level operations
- Professional development and growth opportunities
