Management/Office Assistant

Vacancy ID:  16806

Job category:  Non-scientific positions

Scope of appointment in hours min:  26

Maximum number of hours:  30

Location:  Leiden

Closing date:  September 1, 2026

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Are you an organizational talent who enjoys supporting colleagues and ensuring everything runs smoothly behind the scenes? Do you enjoy working in an international academic environment where no two days are the same? Then we are looking for you.

As a Management/Office Assistant, you are part of the secretariat of the Institute of Political Science. Together with three colleagues, you provide professional secretarial and administrative support to the institute. You work independently within your own area of ​​focus, but you are never alone: ​​collaboration, knowledge sharing, and covering for each other during absences are a matter of course within the team.

This is what you are going to do

As a Management/Office Assistant, you support staff, committees, and the institute organization with various secretarial, administrative, and organizational tasks. You maintain an overview, think ahead, and ensure that matters are well organized. You are an important link within the secretariat and contribute to enabling colleagues to focus on education and research.

Your duties include, among other things:

• managing general mailboxes, telephone, and correspondence;
• receiving visitors and assisting with the introduction of new employees;
• managing calendars and scheduling appointments;
• preparing and supporting meetings, both in-person and online;
• booking rooms, catering, travel and hotels;
• organizing meetings, workshops, and smaller events;
• supporting committees and various organizational processes within the institute;
• processing administrative data in HR and financial systems;
• supporting administrative processes related to recruitment and selection;
• contribute to internal communication, for example via news items and announcements;
• collaborate with colleagues from the secretariat in Leiden and The Hague, sharing knowledge and replacing each other where necessary;
• entering data into the HR and financial systems.

In your role, you take responsibility for your own work and actively contribute to the improvement of processes and services. You identify areas where things can be done smarter or more efficiently and discuss potential improvements with colleagues and the institute manager. Additionally, you may be asked to coordinate the practical organization of specific activities or processes, always aligning with involved colleagues and external parties.

You work closely with other colleagues within the secretariat in Leiden and The Hague. The position is coordinating in nature regarding activities and processes, but carries no hierarchical or functional managerial responsibility. The Institute Manager is responsible for managing the staff.

Practical information:

To ensure good staffing distribution, we are looking for someone who is available on at least Monday, Tuesday, and Wednesday. For a 0.7–0.8 FTE appointment, the fourth working day will be determined in consultation. You will primarily work in Leiden, but will also be present at our location at Spui in The Hague for at least one day.

You will work here

The Faculty of Social Sciences consists of five institutes: the Centre for Science and Technology Studies, Cultural Anthropology and Development Sociology, Educational Sciences, Political Science, and Psychology. The faculty has approximately 7,000 students and 1,000 staff members. Within the institutes, not only is education provided, but groundbreaking research is also conducted that pushes the boundaries of our understanding of human behavior and societal structures. What makes our faculty unique is the diversity of research topics, the different teaching styles, and the way professional support is organized; this offers you the opportunity to explore and develop your interests and expertise. Visit our website for an impression: welcome to the Leiden Faculty of Social Sciences - Leiden University .

The  Institute of Political Science  is a broadly oriented academic institute with over 120 FTEs of staff and approximately 1,600 students, located in both Leiden and The Hague. We are a vibrant and diverse community with scholars from all over the world and a strong commitment to society and the professional field.

Our staff conduct research  and provide  education  in the fields of comparative political science, Dutch politics, international relations, political philosophy, and decision-making and policy. In Leiden, we offer a Dutch-taught Bachelor's specialization in National and International Politics and five Master's specializations. In The Hague, the institute offers an English-taught Bachelor's specialization in International Relations and Organisations and two Master's specializations. Additionally, we train PhD candidates and collaborate extensively with partners in the professional field, such as policymakers at ministries. We are consistently ranked among the best political science departments in Europe. As an academic community, we strive to create an open and inclusive atmosphere, encouraging everyone to participate and contribute to our shared mission. 

The secretariat consists of four Management/Office Assistants, distributed across both locations. The atmosphere within the team is collegial, open, and informal. We help each other where necessary, share knowledge, and work together to provide professional support to the institute.

Bring this with you

We are looking for a colleague who thrives on supporting and organizing. You are service-oriented, meticulous, and maintain an overview even in a dynamic environment. You enjoy working collaboratively but can also plan and execute your tasks independently.

In addition, you recognize yourself in the following:

• MBO+ work and thinking level;
• several years of relevant experience in a secretarial or administrative position;
• excellent organizational skills and an eye for detail;
• You are good at setting priorities and switch easily between different tasks;
• You are stress-resistant, have strong communication skills, are professional and discreet;
• You are flexible and get energy from acting in a solution-oriented manner;
• You have a good command of Microsoft Office (Outlook, Word, Excel, and Teams) and quickly master new systems;
• You have a good command of Dutch and English, both spoken and written, suited to our international work environment.

Experience within a university or other knowledge organization is a plus, but not a requirement.

Do you fully recognize yourself in this profile, or do you not meet all the requirements but still think this is the right position for you? Then we would like to invite you to apply!

This is what we offer you

We strive to create a transparent, inclusive work environment together, where everyone feels welcome and valued. Our organization is constantly evolving, and your ideas for improvement and innovation help us move forward. We are happy to focus on your personal development together with you.

You can count on an enjoyable, socially relevant job within the world of education and research. The university's challenging and international work environment is located just a stone's throw from the lively city center of Leiden or in the bustling city center of The Hague. We also pay attention to health and vitality – together with you. Through Healthy University, we organize fun activities that contribute to this.

In addition, we offer you:

• An employment contract for a duration of one year with the prospect of permanent employment for 26.6 - 30.4 hours per week.
• The agreement falls under the Collective Labour Agreement for Dutch Universities;
• A salary between €3,382 and a maximum of €4,484 gross per month (scale 8) for a full-time (38-hour) position;
• Holiday allowance (8%), an end-of-year bonus (8.3%) and an attractive pension scheme with the ABP;
• Full reimbursement of public transport travel expenses for commuting.
• Flexible working hours: by default, you have a minimum of 29 vacation days with a full-time work week of 38 hours; in addition, you can accrue extra leave by, for example, working 40 hours full-time per week and accumulating 96 extra leave hours, or by using 96 leave hours and working a 36-hour work week;
• Wide range of secondary employment benefits; for instance, it is possible to discuss opting for a sabbatical or paid parental leave. Within our flexible benefits model, days off and/or salary can be used for, for example, a discounted gym membership and bicycle scheme;
• If the nature of the work permits, hybrid working within the Netherlands is possible;
• A work-from-home allowance (daily and internet allowance) and attention to good workspaces; additionally, you will have a university laptop and mobile phone at your disposal.

You can read more information about employment conditions here:  https://www.universiteitleiden.nl/werken-bij/sollicitatieprocedure-en-arbeidsvoorwaarden

We consider this important

Fostering an inclusive community is central to the values ​​and vision of Leiden University. We strive to be an open community where all students and staff feel valued and respected and can fully develop their potential. Diversity in experiences and perspectives enriches our education and strengthens our research. We view an inclusive academic environment in which students and staff can share their experiences and views as essential for talent development.

Apply or want to know more?

Apply immediately? Then click on the application button.

Would you like more information about the content of this position first? Please contact Dr. Tim Mickler, Institute Manager, at  tamickler@fsw.leidenuniv.nl .

Closing date: 1 September 2026. You will receive a response to your application no later than two weeks after the closing date of the vacancy.

To get to know each other well, we follow a number of steps in the application procedure. You can read more information here: https://www.universiteitleiden.nl/werken-bij/sollicitatieprocedure-en-arbeidsvoorwaarden

• When evaluating candidates, preference shall be given to internal candidates, women, employees with an occupational disability, and employees with a migration background, in the event of equal suitability.
• A pre-employment screening (references, diplomas, Certificate of Good Conduct) may be part of the selection procedure.
• Recruitment agencies contacting us regarding this vacancy are not appreciated. Should you nevertheless send us CVs, no rights can be derived from them. #LI-Hybrid
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