Purpose of the role
The Management Assistant supports the IT Leadership (ITL) and IT Area Leadership (ITAL) teams in organizing their daily operations efficiently. The role ensures professional, smooth, and well-coordinated support in calendar and meeting management, events, administrative processes, communication, and travel organization. By proactively anticipating needs and priorities, the Management Assistant helps leaders focus as much as possible on their strategic and operational responsibilities.
Key responsibilities
1. Calendar management
Responsible for proactive and efficient management of the calendars of ITL and ITAL.
- Manage and optimize complex calendars of ITL and ITAL members.
- Efficiently schedule, reschedule, and coordinate meetings, where needed in consultation with other management assistants.
- Ensure calendars are always up to date and avoid double bookings.
- Identify and discuss planning risks, priority conflicts, and capacity issues in a timely manner.
- Organize and schedule Sharing Sessions, Technology Trends sessions, Ask Me Anything sessions, Listening Sessions, Monthly Drinks, leadership meetings, and strategic workshops.
2. General support
Support ITL and ITAL in daily operational and administrative activities.
- Book meeting rooms and workspaces.
- Organize catering, lunches, and dinners.
- Reserve restaurants for internal and external meetings.
- Submit and follow up on expense claims and expense reports.
- Process administrative requests and ad hoc requests.
- Register and guide visitors.
- Reserve parking spaces for visitors and employees.
- Place and follow up on orders via SpotBuy.
- Manage and update distribution lists, mailboxes, and relevant administrative data.
3. Communication and stakeholder support
Support internal communication and collaboration within Tech BE.
- Work closely and align with Business Managers and the Communication Team.
- Support the preparation of Management Team meetings.
- Help prepare and distribute MT agendas, for example for MT C&D.
- Maintain and update management information.
- Update organizational and reporting structures monthly for publication on the intranet, including organograms for DP and C&D.
- Act as a point of contact for practical and organizational questions from ITL, ITAL, and their teams.
4. Travel management
Coordinate professional and cost-efficient business travel for ITL and ITAL.
- Organize and book international and domestic travel.
- Reserve transport, accommodation, and required facilities.
- Support travel documentation and administrative follow-up.
Monitor compliance with internal travel guidelines and budgets.
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5. Events and engagement
Organize activities that support collaboration, communication, and engagement.
- Organize Townhalls for IT Leadership.
- Coordinate offsites, workshops, and leadership events.
- Support internal networking and engagement activities.
- Coordinate practical organization, logistics, communication, and follow-up.
Align with suppliers, facility services, and internal stakeholders.
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Behavioral competencies
Organizational ability: Strong in planning, prioritizing, and follow-up. Able to manage multiple topics simultaneously and maintain oversight in a dynamic environment.
Communication: Communicates clearly, professionally, and audience-oriented, both in writing and verbally. Comfortable interacting with senior management.
Collaboration: Builds strong working relationships with management assistants, business managers, communication colleagues, and other stakeholders.
Proactivity: Anticipates needs, bottlenecks, and risks. Flags issues in a timely manner and proposes practical solutions.
Discretion and reliability: Handles sensitive information carefully and confidentially. Works accurately, with integrity, and consistently.
Results orientation: Ensures timely delivery and high-quality support. Takes ownership of assigned tasks and follows actions through to closure.
Resilience: Continues to operate effectively when priorities change, calendars are busy, and ad hoc requests arise.
Technical competencies
- Fully proficient in Microsoft 365, including Outlook, Teams, Word, Excel, and PowerPoint.
- Strong in planning, organization, and follow-up of activities.
- Able to correctly apply internal policies and procedures.
- Comfortable with administrative systems for expense management, travel, orders, and facility support.
- Able to prepare, structure, and follow up on complex documents or practical overviews.
Profile
- At least 3 to 6 years of relevant experience in management, personal, or executive support.
- Experience with calendar, meeting, travel, and event management.
- Excellent organizational skills and strong attention to detail.
- Fluent in Dutch and English; knowledge of French is a plus.
- Professional, flexible, and customer-oriented mindset.
Able to work independently, while knowing when alignment or escalation is needed.
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Contribution to the organization
This role directly supports the IT Leadership community and contributes to the efficient functioning of the Tech organization through administrative excellence, operational support, and a professional stakeholder experience. The Management Assistant helps make priorities visible, facilitate collaboration, and give leaders time and focus for strategic and operational decision-making.
