Job Description

Executive Assistant to the Board260813-DOU-003

Location: Eindhoven, Netherlands (On-site / Hybrid as required)

Department: Administrative & Executive Affairs

Language Requirements: Excellent command of Dutch (written and spoken); proficient in English

We are seeking a versatile, proactive, and detail-oriented Executive Assistant to provide high-level administrative, organizational, and strategic operational support to the Executive Management Board (comprising the General Director/Municipal Secretary and Directors).

In this role, you will act as a key operational anchor—managing complex schedules, filtering information, organizing multidisciplinary meetings, and ensuring seamless daily operations within a dynamic political-administrative environment.

Key Responsibilities

• Calendar & Agenda Management: Proactively manage complex executive calendars, balancing substantive priorities, organizational goals, and political-administrative sensitivities to maintain focus and clarity.
• Proactive Executive Unburdening: Anticipate needs several steps ahead to ensure board members are fully prepared for daily engagements, meetings, and decision-making processes.
• Information & Communication Flow: Review, evaluate, and prioritize incoming correspondence and inquiries based on urgency and strategic importance. Gather necessary background details, delegate tasks, and track action items to completion.
• Meeting Operations & Governance: Organize multidisciplinary meetings, take accurate minutes, produce clear reporting, and monitor compliance with agreed action points and executive decisions.
• Specialized Board Support: Assist with governance files (e.g., Works Council coordination), utilize administrative meeting software (e.g., Notubiz), draft decision logs, and handle administrative feedback loops.
• Team Collaboration & Back-Up: Work alongside a collaborative team of executive assistants, providing seamless cross-coverage for fellow board and municipal executive assistants when needed.

Candidate Profile & Qualifications

Mandatory Requirements

• Education: Higher Professional Education level (HBO degree or equivalent working/thinking level).
• Experience:
  Proven secretarial/administrative experience at the executive, director, or board level within the public sector, government, or business environment.
• Languages:
  Business-fluent spoken and written Dutch paired with a solid working proficiency in English
• Integrity & Vetting: High degree of discretion when handling confidential matters (ability to obtain a Certificate of Conduct / VOG is required).
• Availability:
  Candidates must have no pre-planned holidays during the initial assignment term and possess flexibility regarding working hours to handle unexpected urgent tasks.

Key Competencies & Personal Attributes

• Organizational Mastery: Brings structure to complex environments, prioritizes effectively under pressure, and makes fast, accurate connections between various operational files.
• Adaptability & Resilience: Demonstrates composure under tight deadlines and remains agile during changing priorities or unexpected occurrences.
• Communication & Collaboration: Strong interpersonal skills with the ability to work independently while thriving within a supportive assistant team.
• Discretion: Sound ethical compass when handling sensitive governance and policy matters.