Administrative Assistant

Emergent Swarm Solutions; Delft; On-site; EUR 35,000 - 45,000; Part time

Benefits offered by this job

Dynamic and innovative working environment

Opportunity to grow with the company

Job summary

Emergent Swarm Solutions in Delft is seeking a proactive Administrative Assistant to support daily operations. The ideal candidate has 3-7 years of experience, is fluent in Dutch and English, and possesses strong organizational skills. This part-time role involves managing calendars, preparing documents, and supporting team coordination in a dynamic environment. With opportunities for growth, this position offers hands-on involvement in a high-tech and innovative setting.

Qualifications

• Approximately 3–7 years of relevant experience in an administrative or support role.
• Strong writing and organizational skills, including minute-taking.
• Comfortable working in a high-tech or innovative environment.

Responsibilities

• Managing calendars, scheduling meetings, and coordinating appointments.
• Preparing, editing, and formatting documents, reports, and presentations.
• Taking clear, structured, and accurate meeting minutes.
• Supporting internal communication and follow-up on action points.
• Preparing meeting rooms and ensuring they are set up and ready for use.
• Acting as the central point of contact for office-related matters.

Skills

Fluent in Dutch

Fluent in English

Strong writing skills

Interpersonal skills

Detail-oriented

Proactive

Organizational skills

Microsoft Office (Word, Excel, PowerPoint)

Education

HBO level of thinking and working

Job description

Emergent is a Delft-based company dedicated to revolutionizing autonomous aerial systems for defense and emergency response. Our advanced technology leverages decentralized swarming algorithms to tackle real-world challenges in large scale intelligence gathering. We have successfully attracted significant capital, and are conversing with many client and strategic partners in Europe and allied countries, signaling strong market traction. Backed by experienced advisors, we offer an exciting opportunity to be part of a team that is pushing the boundaries of UAV collaborative autonomy.

About the role

We are looking for a highly organized, proactive, and personable Administrative Assistant to support our team in a dynamic, high-tech and innovative environment.

In this role, you will be the central point of contact within the office—supporting management while also ensuring smooth day‑to‑day operations. This is a varied position combining administrative, organizational, and hands‑on office responsibilities, making it ideal for someone who enjoys both coordination and execution.

This role is particularly well suited for a professional with3–7 years of experiencewho is looking to take ownership, grow in responsibility, and develop further within a fast‑paced and evolving company.

This is a part‑time position (32 hours per week) with flexibility in how hours are distributed. The role is primarily on‑site, as your presence in the office is key to supporting daily operations and team coordination. As the company continues to grow, there is clear potential for this role to expand in scope and responsibilities.

Key responsibilities

Administrative & organizational support

• Managing calendars, scheduling meetings, and coordinating appointments
• Preparing, editing, and formatting documents, reports, and presentations
• Taking clear, structured, and accurate meeting minutes
• Supporting internal communication and follow‑up on action points

Office & facility management

• Preparing meeting rooms and ensuring they are set up and ready for use
• Tidying and resetting meeting rooms after meetings
• Keeping the office organized, presentable, and running efficiently
• Acting as the central point of contact for office‑related matters
• Uploading and processing incoming invoices in internal systems
• Maintaining and updating the expenses database with accuracy
• Managing and executing routine monthly bill payments
• Supporting financial administration processes in coordination with the finance team

(no responsibility for project invoicing or financial decision‑making)

Requirements

• Fluent in Dutch and English (both written and spoken)
• Strong writing and organizational skills, including minute‑taking
• HBO level of thinking and working
• Approximately 3–7 years of relevant experience in an administrative or support role
• Strong interpersonal skills and a professional, approachable attitude
• Good working knowledge of Microsoft Office (Word, Excel, PowerPoint)
• Comfortable working in a high‑tech or innovative environment
• Proactive, hands‑on, and detail‑oriented
• Able to work independently and take ownership of tasks

What we offer

• A varied position with both responsibility and hands‑on involvement
• A dynamic and innovative working environment
• Opportunity to grow with the company and expand your role over time