Assistant Office Manager & Executive Assistant

The Assistant Office Manager keeps the Amsterdam campus running day to day for employees, contractors and visitors. You will handle front-of-house, supplies, vendors, events and administrative support, act as executive assistant to the EMEA Managing Director and senior leadership, and cover for the Senior Office Manager, EMEA, when they are away or supporting other EMEA sites.

This role suits an organized, proactive person who likes variety and takes ownership of the details that make an office work.

Key responsibilities

Front-of-house and visitors

• Greet and register visitors, contractors and customers; issue badges and enforce site access and security procedures.
• Manage meeting room bookings, set-up and catering.
• Answer and route incoming calls, mail, couriers and deliveries.

Office operations

• Order and track office, kitchen and cleaning supplies within budget.
• Coordinate with cleaning, catering, maintenance and other service vendors; log and follow up on facility issues.
• Keep common areas, kitchens and meeting rooms clean, stocked and presentable.
• Maintain office equipment (printers, AV, access cards) and raise IT tickets when needed.

Administration and finance support

• Process purchase orders and vendor invoices; reconcile office expenses.
• Maintain office records, vendor contracts, asset lists and contact lists.
• Support travel and accommodation bookings for visiting staff.

People and events

• Prepare workstations, equipment and welcome packs for new starters; support onboarding and offboarding logistics.
• Plan and run internal events, team lunches and campus celebrations.
• Support health and safety duties, including first-aid and emergency response (BHV) arrangements.

Executive Assistant to the EMEA Managing Director and senior leadership

• Manage the MD's and senior leadership calendar: schedule meetings, resolve conflicts and set priorities across time zones.
• Book and coordinate the MD's and senior leadership’s travel, including flights, hotels, ground transport, visas and itineraries.
• Prepare meeting materials, agendas and presentations.
• Assist in organizing EMEA leadership meetings, offsites, board visits and customer visits to the campus.
• Process the MD's and senior leadership’s expense reports and approvals on time.
• Handle confidential and commercially sensitive information with full discretion.

Cover Senior Office Manager, EMEA and projects

• Act as primary office contact when the Senior Office Manager, EMEA, is away.
• Support office moves, layout changes and EMEA-wide workplace projects.
• Perform other duties as assigned by the Senior Office Manager, EMEA.

Required qualifications

• 5+ years in office administration, reception, facilities or a similar support role.
• Fluent written and spoken Dutch and English.
• Strong working knowledge of Microsoft 365 (Outlook, Teams, Excel, Word).
• Proven ability to juggle competing tasks, set priorities and meet deadlines with little supervision.
• Clear, friendly communication with colleagues, vendors and visitors at all levels.
• High discretion with confidential information.
• Right to work in the Netherlands.
• 3+ years supporting a senior executive as an executive or personal assistant, including complex calendar and travel management.

Preferred qualifications

• Experience in a data center, technology or multinational environment.
• Experience with purchasing or expense systems (for example, NetSuite) and visitor management tools.
• Event planning experience.

Working conditions

• Fully on-site at the Amsterdam campus during standard business hours, with occasional early starts or late finishes for events and deliveries.
• Occasional travel to other EMEA offices, 1x/quarter.
• Regular lifting of supplies and deliveries up to 10 kg.
• Must follow site security, access and health and safety rules.