Context

Performs operational activities of an explanatory or assisting nature, with main focus on the managers sector.
Acts proactively on all regular requests and acts hereupon, using existing systems and protocols to provide support to the senior management or internal clients.
Works within standardised practices and procedures, general work instructions and limited supervision of progress and results.
Proposes priorities and, after alignment with senior assistant colleagues or manager (TL/GL), acts, thereby impacting the success of others at Director/Senior Director/VP level.

Requirements

Vocational education with relevant experience or Secondary vocational education / bachelor level.
Language and Communication: Advanced communication skills. Fluent in both spoken and written English and Dutch.
Stakeholder Management and International Working Environment: Intermediate knowledge of the connection / impact of relevant processes for stakeholders.
Coordination and Technology Adoption: Complex international calendar management experience, good knowledge of the office 365 package and facilitate hybrid meetings and events.

Responsibilities

Calendar and Email management

Plans meetings in agenda of (senior) managers. Books rooms & facilitates and tracks meeting attendances in a more complex internal stakeholder field.
Screening mailboxes of (senior) managers for actions and aligns with (senior) manager.

Travel and Expense Management

Coordinates, initiates and requests travel timely, including flights, hotels, transportation and visa while having end-to-end process responsibility. Has frequent alignment with stakeholder and local contact (internal and external) to arrange travel agenda. When doing so, assistant aligns with travel office, other parties and takes costs and operational efficiency into consideration.

Project Management Support

Participates or co-leads MSO related projects.
Assists several departmental related projects in planning, preparing and follow-up the project.

Communications

Sends out announcements and communications (e.g. about new employees & changes reactively). Also includes departmental newsletters.
Sharing of information towards the assistants team.
Taking on ambassador role on behalf of MSO.
Act as first point of contact for questions and requests from internal and external parties to appointed managers or department. Liaise with various stakeholders in the company as well as visitors, customers and/or suppliers/external relations.

Hospitality, Facility & Logistics

End-to-end responsibility of visitor management: taking care of invitations of visitors.
Aligning with other parties involved (e.g. service desk, catering and others) and acting as main point of contact.

Event Management

Participates in the organization of departmental events including the organization of events of the manager such as offsites.
Act as host on events.
Alignment with relevant internal and external stakeholders (E.g. HR, communications, suppliers, guest speakers) regarding availability, IT, presentations, travel.

Meeting Management

Reactively prepares meeting agendas, facilitating meetings by taking Minutes of Meetings / time-management / following up on actions & decisions (a.o. arranging speakers; catering if needed).
Prepares and executes the yearly heartbeat in collaboration with manager and assistant colleagues.
Responsible for regularly creating agenda analyses regarding time spend, signals improvement possibilities and aligns with senior management.

IT Support Coordination

Manages and sets up distribution lists, sharepoints, teams pages, shared drives including access management ( > reactively).
Adopts the available IT Tooling (tech savviness). For instance collaboration tools within ASML and helps others using these tools.
Alignment with IT support on behalf of manager when needed.

Stakeholder partnering & advisory

Independently anticipates and meets customer needs. Balances interest of multiple stakeholders. Has a good understanding of internal and external requirements, expectations and needs.
Works closely with multiple internal stakeholders to enhance sectoral performance and collaboration. Follows up with stakeholders to ensure team/ personal related problems are solved by signalizing, monitoring and reporting on team dynamics, team morale and employee satisfaction, based upon own observations and people skills.