Management Assistant

Job Description

CSMART is currently looking for a Management Assistant for 40 hours per week to support the Management Team.

Reporting to the Managing Director, this role is primarily responsible for providing the CSMART Management team with high quality executive and administrative support ranging from calendar management, to visits & events, travel and more.

As Management Assistant, your responsibilities will include:

• Calendar Management & Administrative support:
  From optimizing and coordinating the calendars of the management team, to scheduling meetings with corporate leadership in different time zones, to making sure our key event calendar is up to date in cooperation with our Manager Communications. Furthermore, you’ll pro-actively bring important updates, news and content to the management meetings and make sure we have agenda’s set en minutes and action lists are kept with the use of modern technology and feel free to pro-actively innovative and optimize our ways of working where possible.
• Visits & Events:
  You’ll lead the coordination of visits and event at CSMART for leadership, stakeholders and/or vendors ranging from setting up the program, liaising with international executive assistants, arrange tours around the facility and make sure guests are comfortable throughout their stay with office support, such as arranging meetings rooms or ensuring some print work at request.
• Communications:
  When needed, you support Directors and cooperate with Communications in the preparations for presentations they might need. You’ll actively liaise with Communications based on your knowledge of the Director’s priorities and ensure important updates would be shared on COMPASS with staff.
• Travel:
  You’ll be in charge of the occasional travel for our Managing Director and Directors and support them with the handling of credit card declarations as required.
• Legal & Financial:
  You’ll handle the legal office management duties, such as keeping the Chamber of Commerce documentation up to date, handling the E-Recognition administration and act as our DocuSign administrator duties. You maintain our agreements overview and ideally start to work with our corporate teams to transition our agreements to a corporate contracting system called Ariba. You support during contract renewals with notifications and filing and with the coordination of MSAs/NDAs and ONETRUST reviews. You cooperate with purchasing for office supplies when required and check invoices for items you have ordered concerning office management and/or MT related items.
• Other & Projects:
  Lastly, you’ll distribute the office mail and notify our reception of visitors for the management team. You’ll ensure our documentation will always be set-up in brand template and you’ll support the MT in data retention checks and possible projects when required.

Requirements & Experience

• Relevant degree in preferably business administration support (e.g. HBO Office Management)
• Previous experience in a similar role or proof of skills in the requested competencies.

Skills (Technical / Language / Personal Skills)

• Strong organization skills
• Planning and problem-solving abilities
• Good interpersonal and communication skills
• Ability to handle confidential data and information
• In depth understanding of Office365 related systems (e.g. Word, PPT, Excel, Teams etc)
• Excellent communication skills in Dutch and English (verbal and written)

As part of our remuneration package, CSMART offers successful candidates a competitive salary & benefits. For this position we do not assist in a working or residence permit.

To know more about our organization have a look at our website www.csmartalmere.com.

This is your chance to join us. Apply now by sending your CV and motivation letter using our recruitment portal found on our careers page.