Executive Assistant - Temporary

Amsterdam, reference 2026-00359

Job description

• Previous experience supporting senior leadership, with strong diary management skills and a proactive working style.
• Work in close collaboration with the Chief Operating Officer within the commercial aviation division.
• Provide day-to-day administrative and organizational support to the Vice Presidents of Sales and Marketing.
• Offer backup support to the COO and their Personal Assistant when needed.
• Assist selected Sales Directors and Marketing Directors with travel arrangements and expense coordination.
• In partnership with the COO’s Personal Assistant, provide ad-hoc administrative support to the wider Sales and Marketing teams, while ensuring priority support is given to the Vice Presidents.

• Manage and coordinate the executive’s schedule, ensuring meetings and priorities are organized effectively.
• Arrange and oversee travel logistics, including flights, accommodation, expense coordination, and related administrative tasks.
• Support and coordinate visa application processes by working with external service providers.
• Assist with documentation such as business cards, passport renewals, and visa-related administration.
• Monitor and maintain office supplies, ensuring the workplace is properly stocked.
• Report facility-related issues and coordinate with the relevant teams to resolve them.
• Ensure administrative procedures are followed and communicate any internal process updates to relevant teams.
• Work closely with Executive Assistants and Personal Assistants across international offices.
• Support internal communication within the department when required.
• Organize meeting spaces and logistics for executive meetings, including large team meetings held twice per year (preparation, agendas, and communication to staff).
• Arrange travel and accommodation for visiting colleagues or external guests when necessary.
• Assist with the implementation of administrative improvements and process updates to enhance efficiency.
• Collaborate with the Marketing and Sales teams in preparation for customer or partner visits.
• Provide additional administrative and organizational support duties typically associated with an Executive Assistant role.

Requirements

• A minimum of 5–10 years of experience in a comparable role supporting senior leadership, ideally at COO or executive level.
• Fluent in English, with Dutch and/or Portuguese considered a strong advantage.
• Relevant educational background related to business administration, management support, or a similar field.
• Highly organized with strong coordination skills, capable of providing reliable and structured support.
• Able to work independently, demonstrating initiative and a proactive approach to tasks.
• A practical, hands-on attitude with a willingness to take ownership of responsibilities.
• Comfortable handling sensitive and confidential information with discretion and professionalism.
• Flexible and resilient, with the ability to adapt in a dynamic and demanding environment.
• Strong verbal and written communication skills.
• Willingness to be available outside standard office hours when necessary, including occasional on-call support.

Working conditions

• Competitive Salary per month
• This is a temporary position for 6 months with the intention to transition into a indefinite contract directly with my client therafter
• 25 holidays per year
• Hybrid work model - 3 days WFO & 2 days WFH
• Commute paid 100% by public transport or 0.23€ by car

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