We are looking for a resourceful, clear-thinking, highly-organized department assistant with strong skills in Microsoft Office and experience with enterprise business applications. This role is pivotal in ensuring the smooth operation of key administrative tasks while fostering an organized and efficient working environment. While the primary responsibility lies in supporting local governance activities, this role is also important to support corporate initiatives in CSR efforts. This role will report to VP operations.
Essential capabilities include:
• The ability to communicate with clarity and purpose, verbally and in writing
• A strong sense of ownership, initiative and drive for excellence in areas of responsibility
• A knack for crafting clear and visually clean presentations from (provided) content
• The capacity for abstract thinking for (non-technical) data collection, organization, analysis and understanding
• A resourceful and creative approach to anticipating needs and solving problems
• The highest integrity and verbal discipline to manage sensitive information
• A constructively assertive interpersonal style that gets things done while maintaining a cohesive, team-based
and fun working environment.
Duties and corresponding skills are varied and include:
1. Leadership Support:
• Provide direct administrative support to the General Manager and VP operations
• Manage the distribution, archiving, and collection of critical documentation and signatures.
• Coordinate and track governance-related reviews, staff meetings, and processes, ensuring deadlines and
action items are clearly communicated.
• Create presentation materials based on draft content provided by leadership.
• Ad hoc support to senior management.
2. Facility Management:
• Report building issues to the landlord and prepare inputs for monthly meetings.
• Organize and oversee needed repairs and maintenance with help of associated handy man
• Plan and track building certifications and maintenance schedules.
• Visitors management, organise access, support, logistic, meeting room booking, sandwiches
3. Corporate Social Responsibility (CSR):
• Represent the company as CSR coordinator in CSR coordinator meetings.
• Prepare and submit required reporting.
• Work with different departments on action plan definition and follow up
• Act as a member of the HQ evacuation team.
• Serve as a confidential advisor (“vertrouwenspersoon”).
• Compliance officer
4. Team and Office Support:
• Plan and organize team-building events and employee acknowledgments.
• Oversee non-technical onboarding of new employees.
• Maintain records of IT materials.
• Follow up ticketing system
• IT support during onboarding order new PC and account installation
• Manage mail, packages, and visitor logistics according to established processes.
• Generate purchase orders and ensure office equipment is functional and available.
• Anticipate and plan calendar events, projects, and last minute travel itineraries.
5. Administrative Excellence:
• Take meeting notes, track action items, and organize internal and external meeting logistics.
• Interface with enterprise applications for HR, finance, and other departments, with a willingness to learn new systems as needed.
• Perform confidential administrative tasks in line with organizational policies.
• Support security officer responsibilities (details to be finalized).
Position requires the following:
• Minimum of 5 years of directly related experience,
• Associate degree or higher education with specialized training or certification.
• Advanced proficiency in Microsoft Office Suite (Excel, PowerPoint, Word) and web-based business applications.
• Exceptional organizational and time management skills with strong attention to detail.
• Proven ability to work independently and as part of a team.
• Discretion, judgment, and the ability to manage sensitive information with professionalism.
• Flexibility to manage multiple priorities in a dynamic, fast-paced environment.
• A positive, approachable demeaner with excellent interpersonal skills.
• Availability for daily on-site presence and flexibility for occasional overtime.
Xenics NV will not accept unsolicited resumes from any source other than directly from a candidate. Xenics NV will consider unsolicited referrals and/or resumes submitted by vendors such as search firms, staffing agencies, professional recruiters, fee-based referral services and recruiting agencies (hereafter “Agency”) to have been referred by the Agency free of charge. Xenics NV will not pay a fee to any Agency that does not have a prior written agreement with Xenics NV, validated by its HR department, in place regarding a specific job opening and allowing to submit resumes.
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