Job description

The Executive Assistant provides support to the CEO and CCO. The Executive Assistant works together with the other Executive Assistant working for the CFO. The Executive Assistant serves as the right hand to the Board, playing a critical role in the efficiency of the executives office by managing schedules, communications, and other responsibilities. The Executive Assistant needs to be proactive, organized and capable of managing a wide range of tasks. This position requires an ability to work under time pressure while maintaining a high degree of professionalism and confidentiality.

The Executive Assistant is responsible for preparing meetings, takes the minutes and takes care of other activities in such a way that the Board and Managers of the departments can carry out their work as efficiently as possible. He/she supports the members of the Board/Management Team at all levels and is involved in setting up and ensuring the smooth running of internal business processes, including administration, agenda management, planning, and correspondence with stakeholders.

Key tasks

Agenda management

• Managing the directors' agenda and arranging appointments for them.
• Scheduling various recurring meetings within the organization including arranging suitable meeting rooms.
• Managing the meeting rooms, accepting requests and answering questions about availability from across the organization.
• In case of accommodation for external meetings (in the Netherlands and abroad), booking taxis, flights and/or reserving hotel accommodation for directors, management and staff both internal and external colleagues within the EPH group.
• Mapping out the holidays of Management and team members for the purpose of regularly circulating an up-to-date holiday/attendance overview.
• Building and maintaining a network within the organization, knowing and having the right contacts within the organization to find the people you need.

Management support

• Prepares and handles meetings and draws up presentations.
• Takes minutes (in English) of meetings. Compiles the agenda and ensures meeting documents are complete.
• Secretarial and administrative matters.

Managing (digital) mail and (digital) archive

• Screening and assessing incoming (digital) documents for importance, priority and nature of handling.
• Organizing and managing incoming mail and email.
• Handle incoming mail and email independently and/or prioritize it whenever possible.
• Responsible for the proper archiving of documents according to established agreements in an orderly manner.

Organizational support

• Handles/facilitates signing of documents, contracts etc. by board and management. Both physically and via DocuSign.
• Ordering lunches, flowers and taxis on request.
• Handling various requests from across the organization such as gathering documents for official authorities.
• Organizing/helps handling the organization of annual employee events.
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