Executive Assitant to the Vice President Europe

Description Founded in 2000 by three former Royal Canadian Air Force (RCAF) CF-18 fighter pilots who identified an opportunity to improve military readiness training, Top Aces has since established itself as the world leader in contracted adversary air (ADAIR) services and joint terminal attack controller (JTAC) training. We pride ourselves on our unblemished safety record, having flown an industry leading 130,000+ hours of operational training without accident in support of customers worldwide, including Canada, the U.S., Germany, and multiple other NATO allies and international partner nations. Our vision is to be the most trusted provider of innovative defense training solutions, continuously elevating standards in an industry where "Experience Matters." This commitment to innovation and technology ensures we remain adaptable, training allied militaries to succeed against evolving threats. Top Aces’ dynamic team contributes to delivering on our purpose of training the next generation of combat leaders by living our values of Service, Integrity, Excellence, and Together every day! Join our team! Essential Duties and Responsibilities: The HR Generalist/Executive support will support Top Aces European Headquarters (EU HQ) in all general HR matters, as well as provide administrative support to the European Executive team. They will work closely with the International Human Resources team supporting all aspects of HR and prioritizing Netherlands based staffing for both EU HQ as well as the Heavy Maintenance Center. They will be tasked with other jurisdictions as defined by the VP Europe. HR Support Manage core HR processes across the employee lifecycle, including onboarding, offboarding, and employee changes Provide guidance to managers and employees on HR policies, procedures, and employment legislation Support recruitment activities, including job postings, interviews, and offer preparation Administer benefits, leaves of absence, and employee records in accordance with company policy and legal requirements Support performance management, and employee relations Ensure accurate HR data, reporting, and compliance with applicable labor laws Coordinate training, development, and employee engagement initiatives Support payroll processes and compensation-related activities as required Administrative & Executive Support Manage calendar and travel arrangements, including cross‑European travel coordination. Plan event and meeting logistics including but not limited to: planning, vendor coordination, onsite preparations, minute‑taking. Act as office POC for incoming mail, phone calls, and general inquiries to the Netherlands office. Manage office supplies, contracts with facility vendors, and general office operational needs. Draft professional correspondence, presentations, and communications for executives. Finance Support Support Finance teams with basic financial administration: invoice processing, purchase orders, expense reports, and budget tracking. Ensure cost center accuracy for invoices and approvals. Support local auditing requirements (internal or external) by preparing documents, managing checklists, and coordinating with stakeholders. Gather, organize and ensure accuracy of data in financial systems (ERP tools) and other reports as required. Legal Support Support Top Aces Legal team with various communication and administrative duties in support of the Netherlands. Act as the point of contact for local authorities as required. Education and/or Work Experience Requirements: Proven experience (3–5 years) as an HR Generalist Bachelor’s degree (HBO level) in Human Resource Management or a related field preferred Experience as Office Manager, or Administrative Coordinator supporting senior leadership an asset. Demonstrated ability to handle confidential information with absolute discretion, especially across HR, Finance, and Legal topics. Strong organizational and multi‑tasking skills with the ability to prioritize and manage competing deadlines in a fast‑paced international environment. Excellent written and verbal communication skills in English (Dutch and/or German are a plus). Proficiency with Microsoft 365 suite (Outlook, Teams, Excel, PowerPoint, Word). Comfortable with virtual collaboration tools and digital workflows. Soft Skills & Behavioral Competencies High degree of ownership, initiative, and reliability. Service‑oriented mindset with excellent interpersonal skills. Strong problem-solving ability and resourceful. Calm, professional, and adaptable—even under pressure. Ability to support multiple senior stakeholders with differing needs. Working Conditions: Regular on-site presence a minimum of 3 times a week with travel to other operational locations is required. Occupational Health and Safety: Employees are responsible for: Working in compliance with Occupational Health and Safety acts and regulations Following safe work practices and procedures and using safeguards and personal protective equipment Reporting hazards (such as unsafe situations and activities) to their supervisor immediately. Security Clearance Requirements/ CGP / ITAR: Local clearance in accordance with program requirements. By joining Top Aces, you will find: A work environment in which service, integrity, excellence and teamwork are highly valued; Opportunities for development and growth; Multidisciplinary and multicultural collaboration at a local and global level; A flexible schedule; Attractive benefit plan. Come share your passion with us! Here, you’ll be encouraged, empowered, and challenged to be your best self. Equal Employment Opportunity At Top Aces, all employees are welcome regardless of race, nationality, color, religion, sex, gender identity or expression, sexual orientation, disability or age. The masculine form may be used in this job description solely for ease of reading but refers to men, women and gender diversity. #LI-LS1#LI-Remote Qualifications Skills Behaviors : Motivations : Education Experience Licenses & Certifications About us