Administrative Assistant

Jobtailor; Utrecht; On-site; EUR 38,000 - 52,000; Full time

Job summary

Jobtailor in the Netherlands seeks an organized Office Manager to support daily operations, vendor relations, and onboarding. You will coordinate meetings, manage materials, and assist with relocations for new hires, ensuring smooth office functioning in a bilingual Dutch/English environment.

Responsibilities include coordinating interviews, maintaining candidate records, and assisting with hiring initiatives, while ensuring compliance and efficient administrative workflows.

Qualifications

• Bachelor’s degree in Business/Public Administration, Finance/Accounting, Management, Education, Social Sciences, or related field or equivalent experience.
• Fluent in Dutch and English (C1/C2).
• Experience with Microsoft Office and corporate office administration.
• Strong organizational and multitasking abilities.

Responsibilities

• Support all office employees with resources needed to work efficiently.
• Organize administrative and project tasks for the FAST Project Manager; schedule meetings, take notes, compile minutes.
• Assist with testing/training materials, printing, and document collation.
• Oversee vendor relationships and payments; liaise with financial departments.
• Support new hires with relocation, housing suggestions, and residency permits.
• Coordinate local recruiting: interviews, candidate records, and hiring initiatives.
• Maintain relocation records, office guidelines, access/clearance expiry dates, and team contacts.
• Assist HR with local compliance and onboarding.

Skills

Microsoft Office

Organizational Skills

Written Communication

Verbal Communication

Interpersonal Skills

Team Collaboration

Adaptability

Multi-tasking

Travel Flexibility

Education

Bachelor's Degree in Business Administration

Public Administration Degree

Equivalent Experience

Tools

Microsoft Office

Job description

• Support all office employees and ensure they have the resources needed to work efficiently


• Organize and facilitate administrative and project-related tasks for the FAST Project Manager, including scheduling meetings, taking notes, and compiling minutes


• Provide additional support with testing/training materials, printing, and document collation


• Oversee vendor relationships and payments and communicate with financial departments


• Support and guide new hires with relocation, housing suggestions, and residency permits


• Facilitate local recruiting by organizing interviews, maintaining candidate records, and assisting with hiring initiatives


• Maintain records including relocation information, administration guides, office guidelines, access/security clearance expiration dates, and team-building contacts


• Assist HR with local compliance and onboarding


• Communicate with the client regarding office management and share or translate relevant internal communications


• Order and maintain office supplies


• Maintain records of emergency response and prevention roles and coordinate with client-side roles


• Maintain the office phone list


• Prepare meeting setups


• Handle general mail pickup and drop-off


• Prepare international mail and arrange pickup or drop-off


• Plan team-building outings, coordinate venues and vendors, create itineraries, track RSVPs, and manage the team-building budget


• Coordinate social outings, lunches, community service, and volunteer opportunities

Requirements

• Bachelor’s degree in Business/Public Administration, Finance/Accounting, Management, Education, Social Sciences, or a related field in Office Management and Administration; equivalent relevant experience may be considered in place of the required degree


• Ongoing post-secondary studies may also be accommodated


• Previous experience with Microsoft Office


• Strong organizational skills


• Excellent written and verbal communication


• Ability to multi-task


• Open to occasional travel for training purposes


• Fluent in both Dutch and English at a C1/C2 level


• Corporate office administration experience

Core Competencies

Demonstrates strong organizational and communication skills while managing office administration tasks, vendor relationships, and supporting new hires. Proficient in Microsoft Office and fluent in Dutch and English, ensuring effective collaboration and compliance within a corporate environment.

Highest-signal resume keywords

• Bachelor’s Degree in Business Administration


• Microsoft Office Proficiency


• Strong Organizational Skills


• Fluent in Dutch and English (C1/C2)


• Corporate Office Administration Experience

ATS Optimization Keywords

Hard Skills

• Office Management


• Document Collation


• Vendor Relationship Management


• Onboarding Support


• Record Maintenance


• Meeting Coordination


• Training Material Preparation


• Compliance Assistance


• Multi-tasking


• Budget Management

Soft Skills

• Excellent Written Communication


• Excellent Verbal Communication


• Interpersonal Skills


• Team Collaboration


• Adaptability

Industry Keywords

• Project Management


• Relocation Support


• Candidate Records Maintenance


• Team-building Coordination


• Office Supplies Management