Job Description

Office Services Coordinator & Personal Assistant

Contract: Full-time, 12 Month Fixed Term Contract

Team: Office Services

Office Location: Amsterdam, Netherlands (on-site)

The role:

As the Office Services Coordinator & Personal Assistant, you will provide comprehensive and confidential administrative support and assistance to the Partners and Directors of the Amsterdam and Brussels offices, and Amsterdam office support. This role involves coordinating schedules, managing communications, and preparing necessary materials, ensuring a seamless workflow for the leadership team as well as working with the Benelux Office Services Team based in Brussels.

What your day will look like:

• Be in the office to closely work with the team where needs arise when it comes to office support, such ordering stationary, liaising with building manager and prepare for in-office client meetings.
• Assisting with office-related administrative tasks and providing cover for the Office Services Team in Brussels when required
• Answering the general phone line
• Coordinating and maintaining diaries of Partners and Directors, organising appointments, meetings, and travel arrangements
• Arranging detailed travel schedules with our travel provider for Partners and Directors, and other team members as necessary
• Monitoring, responding to, and redirecting emails as appropriate; managing Webex or Teams calls, taking messages, and assisting clients as needed
• Working closely with leadership to track work progress, ensure timely follow-up, and prepare required information for meetings, presentations, and proposals
• Assisting the marketing team with organising internal and external events and providing on-site support when necessary
• Preparing and submitting expense claims via Emburse in a timely manner
• Providing PA support coverage during other Europe PA absences and providing support for Europe Partners and team members as needed
• Administering incoming and outgoing documents for the Amsterdam office, ensuring they are scanned on arrival and saved into the correct locations and caseworkers notified
• Adhoc document tasks for caseworkers as requested e.g. legal certification preparations, client related requests
• Document handling, destruction and data protection rules followed to ensure compliance with firm’s protocols (GDPR)
• Acting as the IT liaison for the Amsterdam office, supporting new employees
• Performing other ad hoc administrative duties as required

The team:

The Amsterdam office is a dynamic practice and a rapidly growing hub for the expansion of Fragomen in the Benelux region. Our team provides comprehensive administrative support to key leaders, fostering a well-organised and efficient office environment. Working closely with our Partners and Directors, the office support roleplays an essential role in supporting leadership operations and facilitating smooth day-to-day activities.

What we are looking for:

Essential criteria:

• Proactive and Organised: Ability to anticipate needs, manage competing priorities, and complete tasks accurately within agreed timeframes
• Communication Skills: Strong written and verbal communication skills, with the ability to engage effectively with staff and clients
• Technical Proficiency: Proficient in Microsoft Office, email, and internet systems
• Client-Focused: A customer-oriented mindset with the ability to support and maintain positive working relationships
• Flexibility and Adaptability: Comfortable adapting to new challenges and supporting various team needs
• Detail-Oriented: Strong organisational skills, with experience in handling confidential and sensitive information professionally

Preferred skills:

• Demonstrates proficiency in word processing, Internet and email systems
• Completes tasks within agreed timeframes and in line with expectations
• When work is allocated, clarifies issues that are unclear and asks for the necessary information to complete tasks
• Dutch and English language skills
• Previous experience of working at a law firm

What we offer:

A career at Fragomen will provide you with the opportunity to work in an exciting environment for a broad range of clients, where no two days will be the same. You will face interesting challenges, and will work with dedicated, friendly and ambitious people, where providing exceptional client service is at the core of what we do. We are extremely proud of our workforce at Fragomen, and we are fully committed to providing equal opportunities.

At Fragomen, we value our employees and are committed to providing a comprehensive benefits package that supports your well-being and professional growth. Our Netherlands offerings include:

• Competitive Salary: We offer salaries that reflects your skills and experience
• Health and Wellness: A comprehensive employee assistance programme and Headspace membership
• Lifestyle and Savings: Public transport allowance
• Protection and Security: Company pension scheme
• Time Away from Work: In addition to 20 days annual leave and public holidays, we offer 3 personal leave days, birthday leave, and seniority leave
• Professional Development: Access to our e-learning platform, mentoring schemes and training bursaries (where applicable)

What to expect:

• Once you have submitted your application, our Talent Acquisition team will review your skills and experience. If these match the requirements of the position, a member of our team will contact you to schedule an initial phone call.
• If shortlisted, you will be invited to participate in our interview process, which will consist of at least two stages, one of which will be conducted in-person. Depending on the role, you may also be required to complete a written assessment.
• After the interviews, we will carefully evaluate all candidates and make our final decision. You will be notified of the outcome and feedback will be provided.
• At Fragomen, we are committed to fostering an inclusive and accessible workplace for all applicants and employees. If you require any specific accommodations or support during the interview process, please let us know, and we will consider what reasonable adjustments are possible to meet your needs

Who we are:

At Fragomen, we are more than a global immigration services provider – we are pioneers shaping the future of mobility. With a passion for navigating the complexities of immigration, we help individuals and businesses transcend borders, unlocking opportunities around the world. As a forward-thinking, global business, we combine deep expertise with innovative technology to craft solutions that not only simplify the immigration process but also drive strategic success for our clients. Whether it is assisting multinational companies or helping people start new chapters in their lives, we are driven by the belief that global movement is the key to unlocking a world of possibilities.

We are proud of our team spirit, and we like to reflect this in the way that we work and everything we do. Our Responsible Business Practices ("RBP") prioritize Fragomen's social responsibility through a cohesive strategy covering five key focus areas: Corporate Social Responsibility, Culture and Inclusion, Sustainability, Well-Being and Pro Bono. Our RBP initiatives offer great opportunities for everyone at Fragomen to feel included, get involved and shape thoughtful initiatives and activities. For more information, please visit our website – https://www.fragomen.com/about/responsible-business-practices.html

Fragomen is committed to promoting equal opportunities for all employees and applicants, regardless of race, ethnicity, heritage, gender, age, religion, disability, sexual orientation, gender identity or intersex status.

All offers and/or employment contracts are contingent upon the successful completion of the Firm’s pre-employment screening process. This process may include verifying the candidate’s identity, confirming legal authorization to work in the offered position's location, and conducting a comprehensive background check, where permitted by local regulations.