Executive Assistant

The ideal candidate will provide top-level assistance for high level executives. They should be well-organized and be comfortable scheduling meetings.

About the Role

Role – Administrative Scheduling Coordinator

Mode – Remote in Netherlands only

Timing - Must be able to work from 12hrs CET to 20hrs CET

Location - Netherlands

Type - Contract - Long Term – 40 hrs a week

Mandatory : 4–8 years of administrative / executive support experience

Strong experience supporting executives with:

Calendar management

Travel arrangements

Expense handling

Responsibilities:

Calendar Maintenance

• Checking meeting attendance

• Checking meeting rooms - the right size & locations

• Ensure meeting context and/or links/attachments are in calendar entry: regardless of mtg owner

• Appropriately color code meetings

Calendar Audit & Optimization

• Audit current state of calendar (assessing allocation of time)

• Suggestion & execution of calendar clean up based on the audit

• Creation of Meeting Spreadsheet analysis to form recommendation to review with exec/client.

• Implement meeting tracker to organize recurring meetings

• Implementation of calendar color code

• May be requested audit calendar every 3 months

Calendar Coordination

• Meeting Creation (simple, straightforward meetings); may work with ABPs or x-functional

partners to schedule. Responsible for getting meeting on calendar with right settings for

Internal/external

• Complex meetings Creation (may involve x-functional execs & partners) or Internal/external

• Allocating reserved blocked time for focus/work/checking e-mail

Travel Planning & Coordination

• Collaborate with executives to understand travel preferences, requirements and itineraries.

• Research and book flights, accommodations, ground transportation and other travel related

services.

• Coordinate travel with agencies, hotels and other service providers to secure the best rates and

ensure smooth travel.

• Handle last minute changes or unexpected circumstances such as flight cancellations or

rescheduling and provide appropriate alternatives.

Expense Management

• Collect and review expense reports submitted by the executive, ensuring compliance with

company policies and guidelines.

• Verify receipts, invoices, and other supporting documents to ensure accurate and complete

expense reporting.

• • Monitor and control expenses within established budget