Executive Assistant
Barilla
- Amsterdam, Noord-Holland
- Vast
- Voltijds
The role is based in Amsterdam, in our recently opened office in Gustav Mahlerplein.Brief Description
The individual will assist the Chief Business Operation Officer and other executives when needed, ensuring high-level administrative support, handling information requests, organizing internal agendas and acting as the primary point of contact for the internal and external stakeholders. S/he will be responsible for organizing business trips across our Regions and managing related expenses. The individual will also support the Executive with reference to internal processes, procedures and tools by liasing withe the relevant internal departments.Key Accountabilities
- Manage Executive schedules, maintaining agendas and scheduling appointments, organizing videoconferences/meetings;
- Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
- Screen enquiries and requests, and handle them as appropriate.
- Deal with mail/email and prepare responses to correspondence containing routine inquiries, sort and distribute incoming correspondence, often corresponding on behalf of the Executive;
- Welcome visitors at all level of seniority/relations (clients, suppliers, staff, etc.);
- Organize business trips by developing itineraries and agendas, scheduling/booking transportation, arranging accommodations and visas in line with the company guidelines and budget and providing general assistance during the trip;
- Prepare expenses reports, memos and letters; carry out research and presenting findings; produce documents, briefing papers, reports and presentations when needed;
- Revise and maintain office systems, including data management and filing.
- Support the Executive in all the daliy activities and procedural tasks
- 5+ years of experience in a similar role in Amsterdam/The Netherlands
- Excellent communication and negotations skills
- Ability to work under pressure and to prioritize among multiple tasks and a wide variety of activities
- High Internal and external customers' orientation. Ability to deal with high level executives
- Ability to work independently and organize activities
- Proactiveness, flexibility and confidentiality
- Knowledge of administrative tools and systems (SAP). Excellent knowledge of Office 365
- Ability to use and manage corporate sharing and collaboration tools (e.g. Teams, Sharepoint, intranet…)
- Digital dexterity
- Accurate and self-organized
- English and Dutch fluency
- Contract offered: permanent local contract
- Starting data: March 2024
- Location: Amsterdam
- EU right to work