Management Assistant (maternity cover)

About the job

The Management Assistant is part of ATNI’s dynamic and international team and should be based in the Netherlands. You will report directly to the Executive Director and the Management Team, and support the Partnerships Team, the Research Team and ATNI’s Board. The successful candidate needs to be comfortable working in a high-paced environment with changing/evolving tasks and goals. Outstanding attention to detail and excellent communication skills are as critical as building effective relationships with other team members.

Primary responsibilities

Supporting the admin and HR function in a timely manner 

• Prepare HR contracts

• Report sicknesses in timely manner

• Assist the team with HR issues

• Coordinate 30% ruling/ visas (as needed)

• Coordinate onboarding and exit processes

• Support the development and adoption of an Employee Handbook

   

  Executive support to Executive Director, Management Team and Board

• Assist the Executive Director and support the Management Team

• Take detailed notes and other records of key meetings 

• Ensure that telephone messages, emails and written correspondence are reviewed daily and that urgent requests are prioritized and dealt with appropriately

• Prepare the expense reports of the Executive Director; collate and file expenses, invoices and credit card statements and receipts

• Organise board meetings; support board members with arrangement

Administrative/Logistical support/Office management

• Arrange, test and configure all audiovisual (AV) and technical equipment needed for key meetings before the meeting starts 

• Organize team meetings and events

• Order office supplies, reservation of meeting rooms, incoming/outgoing mail etc. 

• Act as a first point of contact for ATNI

• Communicate with external parties, i.e. landlord, funders, suppliers, etc. Maintenance and updating of team’s document system

• Manage office and HR policies (e.g. Code of Conduct & Ethics policy, Procurement guide, Conflict of Interest policy), procedures and contracts

• Prepare staff contracts, keep track of staff holiday planning, sick leave (using online system)

• Assist in rolling out and organizing recruitment processes

Travel and calendar management 

• Schedule, book and arrange travel for the team within budget guidelines

• Assist in monitoring and tracking expenditure on travel, ensuring that travel requests and spending are in line with budgeted forecasts as shared with the finance administrator

• Ensure that travel details are accurately recorded in the team calendars

• Proactive calendar management and scheduling for the Executive Director and Management Team, including international travel

Job requirements

Education and experience:

• Relevant education and >4 years working experience in an international professional environment is essential. Proven HR and/or program management background is an asset.

Qualifications and skills:

• Eligible to work for any employer in the Netherlands.

• Excellent command of all MS Office software and systems.

• Demonstrable experience supporting executives in a fast-paced environment.

• Self-starter with a proven ability to produce quality work while maintaining a balance among multiple priorities.

• Proven time-management and planning skills.

• Strong attention to detail.

• Ability to handle confidential matters with discretion.

• Positive and proactive attitude, great problem-solving skills and ability to get on well with many types of people.

• Preferred event management experience.

• Strong written and verbal communication in English. Knowledge of Dutch is a plus. 

What we offer:

• A dynamic and international team.

• Office space in Utrecht.

• Hybrid working: we have a flexible working place in central Utrecht and often share lunch and drinks together. 

• 20 days of paid holiday based on 32h working week

• Public transportation, pension contribution, laptop, insurance.

• An employment contract for 7 months.

Candidate should be eligible to work in The Netherlands. A valid work permit and/or European passport is therefore required to be considered for the position.