Job details
PA to Japanese-President (Ref: HN44660)ref: HN44660
Sector Admin / Secretarial
Type Full-time, Contract/Project
Location Netherlands - Amsterdam
Salary €60000 - 65000 / Year
An established Japanese company is currently looking for a passionate and enthusiastic PA to support the company president.
The Executive Assistant will provide proactive administrative and secretarial support to the President (the most senior leader in EMEAR) and direct reports, exercising confidentiality and diplomacy at all times.
Fluent English as well as B1-B2 level Dutch will be required for this role.
This is an ideal opportunity for someone with keen organisation and multitasking skills.

TYPE: 1 year contract, full-time, switch to indefinite employment after 2-year renewal
WORKING HOURS: Monday to Friday, 38.75hours /per week (monthly flex time system)
SALARY: €60-65K, depending on experience + generous benefits package
LOCATION: Amsterdam office (1 days working from home per week after training)
VENEFIT: health insurance, Pension scheme, discount on own products, 27days per calendar year, transportation expenses,

• Efficiently manage the President’s diary with an understanding of priorities and stakeholder expectations. Ensure that the President is aware about his meeting schedule at all times and rearrange meetings as required
• Keep visibility of and plan ahead for calendar milestones and deadlines for key activities, including financial year end, forecasts and the employee performance management cycle
• Arrange recurring and ad hoc meetings, including room bookings, invitations, hotels, catering etc. This may include arranging larger corporate ‘event’ meetings, including people travelling from multiple countries • When required, liaise with internal stakeholders, including other Assistants globally, to plan and organise meetings
• Prepare meeting minutes, documents and meeting materials including presentations and reports
• Handle enquiries and ensure that they are directed to the relevant team/s
• Make all travel arrangements, using the travel management system. Ensure everything is in order for a smooth travel experience, including things such as taxi and hotel bookings, visa arrangements and checking travel restrictions
• Provide project co-ordination and support • Draft correspondence on behalf of the President
• On behalf of the President, prepare travel & expense reports in the expense claim tool to ensure correct and timely reimbursement of costs
• Raise purchase orders and arrange payment of vendors
• Liaise with relevant departments to coordinate all administrative, Facilities and IT requirements
• Provide support on personal matters to Japanese management and their families, including but not limited to
• Coordinating the move to The Netherlands, IND appointments, setting up a house locally and support for liaising with authorities, banks, utility providers etc, in Dutch when required
• As required, perform additional tasks or provide support to designated Managers
• Schedule management (VC and face-to-face meetings, travel itineraries, other events)
• Travel arrangements (flights, hotel reservations, other business travel logistics, car arrangements, etc.)
• Reimbursement of travel and other expenses
• Other ad hoc PA tasks
• Support a total of four other executives (VP, Executive Director, Director)
• Build good relationships with each of the Board member PAs.

• Demonstrated experience in a similar role, preferably in an international environment
• Computer literate. Expert in using Excel, Word and PowerPoint. Experience with a travel management system is beneficial
• Professional communication skills, including telephone, written, video conference and face to face communication
• Demonstrated ability to communicate with people at all levels in the organisation, including senior management, applying tact and diplomacy when required
• Ability to plan and organise own activities
• Attention to detail, ensuring high level quality and accuracy of work produced
• Demonstrated ability to be logical and proactive, offering assistance even when not asked and following issues through to closure
• Ability to work under pressure amidst changing priorities while communicating with relevant senior stakeholders
• Demonstrated experience in applying strict confidentiality and discretion
• Fluent in English, verbal and in writing. Intermediate Dutch, to be able to deal with local authorities and organisations. Japanese is beneficial
• You will be required to be on stand-by and provide support out of standard working hours, in relation to travel questions and issues and personal matters of high urgency

** All applicants must have the right to work in Netherlands as the Company is not able to offer visa support.