Job Description

The Office Manager provides comprehensive administrative support to the Head of the Office and teams based in the Netherlands, which serves as the Europe Headquarters. Additionally the incumbent will also support Global Communications with ad‑hoc communications to Europe and contribute to other communications‑related projects as needed.

This role involves frequent interaction with Executives and employees from the USA-based Corporate Office, including the European leadership teams.

The ideal candidate will represent the company with professionalism in both verbal and written communications, demonstrating excellent business etiquette and strong interpersonal skills. The Office Manager must be poised, discreet, and exercise sound judgment, particularly when handling confidential information.

Superior customer service and communication skills are essential, along with flexibility to adjust working hours as needed (e.g., early arrivals, extended hours, or availability via email outside standard business times).

Administrative & Executive Support:

• Manage calendars for the Head of NL Office and European leadership team members, when meeting in Amsterdam
• Coordinate complex domestic and international travel arrangements (flights, hotels, car rentals, meeting logistics).
• Handle internal and external correspondence with professionalism and discretion.
• Prepare background materials for meetings and executive engagements.

Office Operations & Facilities Management:

• Oversee day-to-day building operations and liaise with building management.
• Ensure compliance with health and safety regulations and serve as the point of contact for safety and environmental matters.
• Manage office security systems and protocols.
• Coordinate internal office moves and space planning.
• Supervise development and construction of office space, including issuing RFPs, vendor selection, contract negotiation, and construction oversight.

Vendor & Resource Management:

• Negotiate and manage contracts with vendors for office supplies, furniture, and equipment.
• Monitor inventory and ensure timely procurement of necessary resources.
• Ensure cost-effective solutions aligned with company policies and budgetary guidelines.

Team & Visitor Support:

• Assist new hires with onboarding logistics (ID badges, workspace setup, welcome materials).
• Coordinate visitor access and meeting space arrangements.
• Provide support to NL-based teams and facilitate communication with USA-based Corporate, and European leadership teams.

Meeting & Event Coordination:

• Organize office-wide meetings, including logistics, catering, and technical setup.
• Lead planning and execution of key business initiatives and events.

Communications Support

• Assist with the preparation, coordination, and distribution of internal communications in collaboration with Global Communications and European stakeholders.
• Other duties as assigned.

• 3+ years of experience as an Office Manager experience required.
• College Degree preferred.
• Excellent organizational skills; ability to accomplish multiple tasks within the agreed upon timeframes through effective prioritization of duties and functions in a fast paced environment.
• Strong follow-up skills; ability to organize applicable department timelines and follow up with internal and external customer and business needs.
• Ability to work in a time-sensitive and high-volume environment.
• Self-motivated, able to work independently to complete tasks and respond to department requests and to collaborate with others to utilize their resources and knowledge to identify high quality solutions.
• Excellent written and oral communication skills, including the ability to present ideas and suggestions clearly and effectively.
• Strong relationship-development skills resulting in long-term, mutually beneficial relationships.
• Ability to work with functional groups and different levels of employees to effectively and professionally achieve results.
• Ability to identify key contacts for follow up; excellent ability to communicate project and status updates to team and cross-functionally to ensure understanding.
• Good strategic and problem-solving skills to effectively influence decision making in key negotiations.
• High degree of discretion and ability to deal with highly confidential information
• Superior customer service skills.
• Superb attention to detail.
• Superb Dutch + English language proficiency. Ability to speak Spanish and/German would be a plus.
• Excellent computer skills including Outlook, Word, Excel, PowerPoint and document management systems.