Goal

The Administrative Secretary to the Vice President (VP) is an experienced administrative professional responsible for providing high-level, confidential, and comprehensive support to the Vice President, P&SCMD.

This role requires exceptional organizational capability, judgment, and communication skills. The VP Secretary serves as a key liaison between the Vice President, internal teams, external partners, and local institutions.

In addition to supporting the Vice President, the Administrative Secretary will also provide coordinated administrative assistance to Procurement and Supply Chain Managers in the department.

The role further includes offering discreet and reliable support to the families of the Vice President and the Managers, ensuring that both professional and personal administrative matters are handled with confidentiality, and efficiency.
The successful candidate will excel in a fast paced environment, manage competing priorities with precision, and maintain the utmost professionalism while handling sensitive information.

The role also requires advanced proficiency in Outlook and related Microsoft tools, including managing calendars across multiple time zones with precision and efficiency.

Language Requirement

• Dutch (professional proficiency)
• English (professional proficiency)

Reports To: Vice President, Procurement & Supply Chain Department (P&SMD)

Key Responsibilities

Communication & Coordination

• Serve as the primary point of contact and assistant to the Vice President.
• Manage incoming communications: receive, screen, and route phone calls; take and relay accurate messages.
• Coordinate internal and external communications with staff, leadership, external stakeholders, and local organizations (e.g., city hall, educational institutions).• Prepare, review, and distribute correspondence, presentations, and administrative documents using Microsoft Office tools.

Meeting & Event Management

• Schedule, arrange, and support meetings, conferences, and special events
• Prepare meeting agendas, notices, briefing materials, and supporting documents.
• Attend meetings as needed; compile, transcribe, and distribute minutes.
• Arrange venues, conference rooms, catering, equipment, services, and related logistics.
• Engage with the full P&SCM Department to coordinate requirements, provide information, and ensure smooth event execution.
• Arrange and provide general administrative and event‑related services to the department as needed.

Calendar & Travel Management

• Manage the Vice President’s calendar with strong prioritization, anticipating upcoming needs and adjusting for last minute changes.
• Coordinate domestic and international travel, including itineraries, reservations, documentation, and expense reports.
• Notify relevant stakeholders of meetings, schedule changes, events, and follow up requirements.

Office, Program & Visitor Support

• Manage visitor protocols including badging requests, visitor coordination, and welcoming of VIPs, customers, and contractors.
• Maintain an organized administrative system ensuring confidentiality and efficiency.

Personal & Family Administrative Support

• Provide trusted administrative assistance for family-related matters on behalf of the Vice President, and the 2 Division Managers, including coordination with city hall, schools, medical providers, and other local institutions.
• Arrange and manage appointments such as school meetings, registrations, doctor visits, and other essential engagements, ensuring all documentation and requirements are prepared in advance.
• Handle official paperwork and administrative steps with accuracy and discretion, ensuring timely submission and proper follow up with relevant authorities.

Knowledge, Skills & Abilities

Professional Skills

• Strong interpersonal and communication skills—verbal and written—with the ability to maintain confidentiality at all times.
• Exceptional organizational and time-management skills; adept at prioritizing multiple tasks and shifting demands.
• Strong initiative, independent decision-making, and sound judgment.
• Ability to foster positive working relationships and collaborate effectively across teams.

Technical Competencies

• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Experience with enterprise systems such as SharePoint, SAP, Concur, or comparable tools.
• Skilled in document creation, proofreading, and executive-level presentation preparation.
• Strong writing skills for preparing concise, accurate, reports and ad-hoc summaries

Work Style & Capabilities

• Strong attention to detail and accuracy.
• Ability to work autonomously in fast-paced, ambiguous environments.
• Adaptability to changing organizational needs and priorities.
• Demonstrated ability to manage sensitive, confidential information.

Contacts

External

• Maintains contact external with hardwarevendors related to maintenance of vendor products, with contractors providing off ice related services and wit h officia l government organizat ion fo r safety approvals

Internal

• Maintains contact internal with personnel on issues related to Office equipment and services, with IT businessunit to report facility related issues, and with the Managing Director to plan office distribution

Requirements

Functional Specific Requirements

Facilities Services

• Experience with power, electrical and/ or mechanical equipment including generato rs, critical and essentia l PDU's, UPS, switchgear,chillers, Air handling units, computer grade cooling systems, DC Power Systems, and building monitor ing/control systems

Technical IT Support

• Experience with IT-support, including 3rd line support

Required Competency Levels

Initiative
Addressing Gaps in Work

• Ant icipates and takes action on what needs to be done to accomplish an objective, task or goal; finds alternative or lessobvious ways to carry out plans.

Motivating and Energizing Self and Others

• Sets challenging yet motivati ng short and long term goals which lead to beneficial individual and team results.

Self-Starting

• Accepts ow nership for individual performance, results and actions; volunteers for tasks before being asked by other or being forced by events.

Quality Orientatio n
Understanding Quality Standards/Knowledge of Standards of Excellence

• Raises aw are ness of quali t y expectations by discussing the im portance of quality standards wit h team members.

Applying and Maintaining Quality Standards

• Docum ents quality stan dards and pro toco ls to ensure consistent applicat ion; reviews the work of others for quality assurance.

Measuring and Tracking Quality

• Uses qual ity tools and t echniques to continuously focus on and measure discrepancies from quality st andards.

Col laboration/Teamwork
Delivering Information and Assistance

• Actively participate s in m eeting s by providing input, expressing opinions , and off er in g solutio ns; ensures that others have an opportun ity to voice their thoughts.

Role Identit y and Interpersonal Interactions

• Works in an open and dependable manner with team members; assumes individual contributor or manager role as needed.

Building/Maintaining Relationships and Fostering Cooperation

• Establishes and grows work ing relationships; seeks out and encou rages different and diverseideas from others.

Customer Focus
Identifying and Anticipating Customer Needs

• Displays an interest in the customer by trying to understand their concerns and issues; draws on customer insight to help others with how to best meet current and future customer needs.

Customer Care/Service

• Develop positive internal and external customer relationships by consistently and efficiently delivering value.

Following Customer Service Trends

• Shares best practice knowledge with others in work team; identifies ways in which the customer experience could be enhanced.

Accountability
Taking Responsibility and Ownership

• Takes responsibil ity for achieving job requirements, tasks and objectives even if other resources are required.

Driving and Delivering Results

• Willingly and appropriately goes beyond the scope of one's job to get the work done and meet commitments made to others.

Managing Expectations and Working Through Setbacks

• Takes responsibility for individual and team errors by personally fixing problems and unintended consequences.

Required Competency Levels (cont)