Personal Assistant to VP | Ukrainian & English

Amsterdam, reference 2025-00948

Job description

• Schedule and organize meetings, prepare agendas, take detailed meeting notes, and distribute minutes to ensure alignment and follow-up across the team.
• Arrange comprehensive travel plans for the Vice President and team members, including flights, accommodations, transportation, and itinerary coordination.
• Provide general support by completing errands and assisting with various tasks to enhance day-to-day efficiency for the Vice President and the broader team.
• Conduct research, compile data, and prepare reports or briefing materials to support strategic planning and executive decision-making.
• Act as the primary point of contact for the Vice President, managing correspondence, responding to inquiries, and facilitating clear and timely communication.
• Organize and manage the Vice President’s personal commitments, including travel logistics, childcare arrangements, and household-related tasks.
• Maintain organized and accessible filing systems for both digital and physical administrative records, ensuring data accuracy and security.
• Prepare meeting spaces and coordinate logistics for guest visits, ensuring a professional, welcoming, and comfortable environment.
• Support additional responsibilities as needed, including occasional driving and other ad hoc tasks to assist the Vice President in both professional and personal capacities.

Requirements

• Fluency in English and Ukrainian; Dutch is considered an asset.
• Strong written and verbal communication abilities.
• Demonstrated experience in administrative support, ideally in an Executive-/ Personal Assistant or Executive Secretary capacity.
• Exceptional organizational skills with the ability to prioritize and manage multiple tasks efficiently.
• Proven ability to handle confidential and sensitive information with the utmost discretion.
• Adaptability and flexibility to respond to the dynamic needs of the Vice President and the wider organization.
• Proficiency in office productivity tools such as Microsoft Office and Google Workspace.
• Possession of a valid driver’s license and willingness to drive when required.
• Exceptional attention to detail, strong communication abilities, and the capacity to manage multiple priorities in a fast-paced environment.

Working conditions

• This is a long term position - full time 40 hours per week (mandatory)
• The start date is ASAP
• The salary is between EUR 3000,-- and EUR 4000,-- gross per month, based on 40 hours per week (excl. 8% holiday money)
• The salary is depending on work experience and education.
• 8% holiday allowance 
• 24-working days annual holiday (20 + 4) 
• Compensation for business expenses in business trips 
• Compensation for mobile communication expenses or a corporate phone and laptop 
• Travel expenses 0,23 Euro/km or cover of the subscription for the public transportation (depending on the cost)
• The successful candidate will be hired directly by the company under an initial one-year employment contract.

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