Executive Administrative & Operations Specialist

KWS SAAT SE; Wageningen; On-site; EUR 34,000 - 48,000; Full time

Job summary

KWS Vegetables in Wageningen is seeking a Management Assistant to support the Research Management Team. The role covers administrative, financial, facility, IT, and organizational tasks, serving as the local office contact to ensure smooth day-to-day operations.

You will coordinate invoicing via xFlow, HR processes with Employee Central, arrange meetings and travel, manage office procurement through approved vendors (CPH), and assist with compliance, data protection, and sustainability

Qualifications

• Experience in administrative, office management, management assistant, executive assistant, or similar coordination role.
• Fluency in spoken and written English and Dutch.
• Excellent organizational and planning skills with strong attention to detail.
• A proactive, hands-on, and solution-oriented approach.
• Strong interpersonal and communication skills across teams.
• High levels of integrity, discretion, and professionalism with confidential information.
• Confidence working independently while also being an active team player.
• A continuous improvement mindset.
• Flexibility to prioritize in a dynamic, entrepreneurial environment.

Responsibilities

• Coordinate administrative, financial, facility, IT, and organizational activities within the local office.
• Coordinate invoice processing through xFlow and collaborate with Controlling to maintain high-quality financial processes.
• Support the Research Management Team with HR processes (Employee Central).
• Organize meetings, business travel, workshops, and events for members of the Research Management Team.
• Manage office purchasing through approved vendors and procurement tools (CPH).
• Act as the local IT coordinator by organizing laptops, software, mobile phones, and other equipment for employees and interns.
• Coordinate logistics activities, including preparing shipping labels, arranging courier services, and receiving and distributing parcels for the Research department.
• Support facility management by serving as the main contact for external service providers, building management, cleaning services, and office-related suppliers.
• Ensure local policies, safety standards, and company culture are maintained within the Wageningen location.
• Acting as the local coordinator for compliance-related topics, including data protection and sustainability reporting (Cority).
• Support the Legal department by coordinating document authentication, collecting signatures, and managing communication with external notaries.
• Serve as a key point of contact for the Global Business Operations (GBO) and other internal stakeholders.

Skills

Fluency English & Dutch

Organizational skills

Multitasking

Interpersonal & communication

Proactive & solution-minded

Integrity & discretion

Independent & team player

Continuous improvement

Adaptability in dynamic environment

Tools

xFlow

Employee Central (HR)

Procurement tools (CPH)

Job description

KWS Vegetables in Wageningen is seeking a Management Assistant to support the Research Management Team. The role covers administrative, financial, facility, IT, and organizational tasks, serving as the local office contact to ensure smooth day-to-day operations.

You will coordinate invoicing via xFlow, HR processes with Employee Central, arrange meetings and travel, manage office procurement through approved vendors (CPH), and assist with compliance, data protection, and sustainability