Job Description
Goal
The Administrative Secretary to the Vice President (VP) is an experienced administrative professional responsible for providing high-level, confidential, and comprehensive support to the Vice President, P&SCMD.
This role requires exceptional organizational capability, judgment, and communication skills. The VP Secretary serves as a key liaison between the Vice President, internal teams, external partners, and local institutions.
In addition to supporting the Vice President, the Administrative Secretary will also provide coordinated administrative assistance to Procurement and Supply Chain Managers in the department.
The role further includes offering discreet and reliable support to the families of the Vice President and the Managers, ensuring that both professional and personal administrative matters are handled with confidentiality, and efficiency.
The successful candidate will excel in a fast paced environment, manage competing priorities with precision, and maintain the utmost professionalism while handling sensitive information.
The role also requires advanced proficiency in Outlook and related Microsoft tools, including managing calendars across multiple time zones with precision and efficiency.
Language Requirement:
• Dutch (professional proficiency)
• English (professional proficiency)
Reports To: Vice President, Procurement & Supply Chain Department (P&SMD)
Key Responsibilities
Communication & Coordination
• Serve as the primary point of contact and assistant to the Vice President.
• Manage incoming communications: receive, screen, and route phone calls; take and relay accurate messages.
• Coordinate internal and external communications with staff, leadership, external stakeholders, and local organizations (e.g., city hall, educational institutions).• Prepare, review, and distribute correspondence, presentations, and administrative documents using Microsoft Office tools.
Meeting & Event Management
• Schedule, arrange, and support meetings, conferences, and special events
• Prepare meeting agendas, notices, briefing materials, and supporting documents.
• Attend meetings as needed; compile, transcribe, and distribute minutes.
• Arrange venues, conference rooms, catering, equipment, services, and related logistics.
• Engage with the full P&SCM Department to coordinate requirements, provide information, and ensure smooth event execution.
• Arrange and provide general administrative and event‑related services to the department as needed.
Calendar & Travel Management
• Manage the Vice President’s calendar with strong prioritization, anticipating upcoming needs and adjusting for last minute changes.
• Coordinate domestic and international travel, including itineraries, reservations, documentation, and expense reports.
• Notify relevant stakeholders of meetings, schedule changes, events, and follow up requirements.
Office, Program & Visitor Support
• Manage visitor protocols including badging requests, visitor coordination, and welcoming of VIPs, customers, and contractors.
• Maintain an organized administrative system ensuring confidentiality and efficiency.
Personal & Family Administrative Support
• Provide trusted administrative assistance for family-related matters on behalf of the Vice President, and the 2 Division Managers, including coordination with city hall, schools, medical providers, and other local institutions.
• Arrange and manage appointments such as school meetings, registrations, doctor visits, and other essential engagements, ensuring all documentation and requirements are prepared in advance.
• Handle official paperwork and administrative steps with accuracy and discretion, ensuring timely submission and proper follow up with relevant authorities.
Knowledge, Skills & Abilities
Professional Skills
• Strong interpersonal and communication skills—verbal and written—with the ability to maintain confidentiality at all times.
• Exceptional organizational and time-management skills; adept at prioritizing multiple tasks and shifting demands.
• Strong initiative, independent decision-making, and sound judgment.
• Ability to foster positive working relationships and collaborate effectively across teams.
Technical Competencies
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Experience with enterprise systems such as SharePoint, SAP, Concur, or comparable tools.
• Skilled in document creation, proofreading, and executive-level presentation preparation.
• Strong writing skills for preparing concise, accurate, reports and ad-hoc summaries
Work Style & Capabilities
• Strong attention to detail and accuracy.
• Ability to work autonomously in fast-paced, ambiguous environments.
• Adaptability to changing organizational needs and priorities.
• Demonstrated ability to manage sensitive, confidential information.