Job Title
People Assistant
Job Description
We are seeking an experienced Executive Assistant to support our Head of Enterprise People Strategy and our Head of People – EO&S and PS&Q within the People Function. You will be based at our head office in Amsterdam.
Your role:
- Support one or more Executives in a variety of moderately complex tasks and projects by providing administrative, organizational, and operational support as needed; stay knowledgeable of corporate policies and exercise autonomy within established procedures.
- Handle incoming and outgoing correspondence (emails, letters, and phone calls), prioritizing effectively to ensure an organized and efficient communication flow; act as a gatekeeper and handle sensitive and confidential information with discretion.
- Prepare complex draft letters, emails, and office documents, including meeting agendas, minutes, and follow-up action items; create high-impact PowerPoint presentations aligned with the Executives’ strategic objectives.
- Maintain and manage the Executives’ calendars, coordinating complex scheduling requirements, aligning with business priorities, proactively identifying conflicts, and supporting high-priority meetings with global stakeholders to ensure awareness of key timelines and milestones.
- Maintain and organize records, files, and documents (electronic and paper-based) for the Executive(s).
- Coordinate travel arrangements including visa applications and booking flights, accommodation, and transportation in line with company policy and budget constraints; prepare detailed itineraries and contingency plans.
- Organize high-profile events, workshops, and conferences as required, including preparing materials, ensuring technical set-up, overseeing logistics, and liaising with senior stakeholders to ensure a well-managed experience.
- Be a role model for our culture by fostering community on the Amsterdam floor and actively supporting team wellbeing (e.g., ensuring birthdays are recognized and organizing team and floor activities).
- Process expense reports by collecting, reviewing, and verifying receipts/documentation to ensure accuracy and compliance; support budget management (including travel spend) and provide financial insights to optimize spending as directed.
- Communicate local announcements and important updates clearly and accurately to and from the Executive(s) across the department and wider organization, using appropriate channels (e.g., email, intranet, meetings, instant messaging); support crisis communications as needed.
- Identify opportunities for operational improvements within the Executive office, proposing and implementing changes to enhance efficiency and productivity.
You're the right fit if you have:
- Minimum 10 years of work experience as an Executive Assistant or in a senior administrative support role within a dynamic, matrixed, and international environment.
- Experience working in a global organization, managing multiple time zones and cultural contexts.
- Demonstrated ability to perform independently and proactively across a wide range of administrative responsibilities.
- Proven experience managing complex calendars, travel arrangements, expense reports, and procurement processes using tools such as Microsoft Office 365, Workday, and Concur.
- Strong organizational skills with meticulous attention to detail and the ability to prioritize effectively.
- Excellent interpersonal and communication skills, capable of working effectively with individuals at all levels of the organization.
- High degree of professionalism, integrity, and discretion in handling confidential information.
- Possess a High School Diploma or have completed Vocational Education.
- Fluency in English C1 level (both written and verbal); additional languages are an advantage.
How we work together
We believe that we are better together than apart. For our office-based teams, this means working in-person at least 3 days per week.
This role is an office role.
About Philips
We are a health technology company. We built our entire company around the belief that every human matters, and we won't stop until everybody everywhere has access to the quality healthcare that we all deserve. Do the work of your life to help the lives of others.
- Learn more about our business here.
- Discover our rich and exciting history here.
- Learn more about our purpose here.
If you're interested in this role and have many, but not all, of the experiences needed, we encourage you to apply. You may still be the right candidate for this or other opportunities at Philips. Learn more about our commitment to diversity and inclusion here.
