Executive Assistant

2000 Bentley Systems Europe B.V.; Hoofddorp; Hybrid; EUR 55,000 - 75,000; Full time

Benefits offered by this job

Salary and benefits package

Bentley Impact Day

Colleague recognition program

Inclusion and wellbeing initiatives

Job summary

Bentley Systems Europe B.V. is seeking an Executive Assistant to support the E&V leadership team, helping to manage demanding schedules, travel, and key operational processes. The role requires proactive problem-solving and strong confidentiality while collaborating across the organization.

Hybrid role based in the Netherlands, with exposure to international travel and cross-functional projects. You will contribute to efficient operations and executive-level communications daily.

Qualifications

• Experience providing operational support to senior leadership.
• Ability to manage calendars, meetings and cross-time-zone coordination.
• Strong discretion, confidentiality and professional judgement.

Responsibilities

• Manage senior leadership agendas and cross-group schedules.
• Coordinate meetings across global time zones with diplomacy.
• Prepare materials for meetings, presentations and projects.
• Coordinate complex domestic and international travel including visas and expenses.
• Draft high-quality emails and messages for various stakeholders.
• Support and facilitate leadership meetings and guest speakers.
• Take minutes, identify action items, and follow up to deadlines.
• Manage procurement activities and departmental purchase requests.
• Maintain accuracy of organizational information in internal systems.

Skills

Executive support

Calendar management

Travel coordination

Discretion & confidentiality

MS Office suite

Tools

Outlook

SharePoint

PowerPoint

Visio

Job description

Location

Hybrid - Netherland

Position Summary

Our corporate purpose is to advance the world’s infrastructure for better quality of life. We empower people to design, build, and operate a better and more resilient infrastructure through the adoption of our digital twin solutions. The E&V team delivers the Bentley Partner Program (supporting a diverse and vibrant ecosystem of digital solutions required to support our users’ needs), makes investments, and facilitates acquisitions through the Ventures team, all as supported by a robust Shared Services organization. As an Executive Assistant, you support the E&V leadership team to drive a high-performing organization. You will proactively provide operational support (primarily administrative but potentially bridging to include program management support) to senior executives and directors, enabling them to keep on top of their demanding schedules. You will support key operational rhythms, business processes, and procedures and support the E&V business and leadership enabling seamless execution. As this position is meant to support the collective leadership team, this role will report to the Senior Director, Programs and Operations.

Responsibilities

• Managing the individual senior leadership agendas considering organizational and cross-group schedules and commitments as and when required.
• Coordinating all meetings across global time zones with diplomacy and discretion including making calendar decisions on their behalf to effectively prioritize their time and resources.
• Finding and supporting efficient ways to help maximize E&V leadership’s time and ensure they are prepared for upcoming meetings, presentations, and projects by gathering necessary materials.
• Coordinating advanced domestic and complex international travel (flights, hotel, rental cars, etc.) with multiple connections and countries liaising with Navan and the Bentley Travel team. This includes an advanced understanding of travel visas, documentation, and expense reconciliation.
• Producing high-quality emails and messages to individuals at all levels of the organization.
• Supporting and facilitating meetings such as All Hands Meetings, (Quarterly) Business Reviews, and Leadership Meetings; coordinating (guest) speakers/ presenters and attendees; and coordinating presentations for internal and external audiences.
• As and when required, taking minutes of meetings, identifying key action items, and following up with relevant parties to ensure execution to the deadline.
• Coordinating procurement activities, managing departmental purchase requests, and following up on notifications and approvals on behalf of executives.
• Administrative and project duties, such as ensuring the correctness of organizational information in internal systems.

Qualifications

• 2-5 years relevant experience providing operational support for senior leadership (required) with a preference for those candidates who have supported M&A activities.
• Accustomed to maintaining confidentiality, showing discretion, and protecting information.
• Experience performing administrative work that requires analysis, initiative, and discretion.
• Excellent at building and maintaining relationships internally and externally at all levels within the organization.
• Strong desire and commitment to achieve operational excellence and adaptability in response to changing priorities and needs.
• Solid Time Management and Organization skills.
• Excellent communication and interpersonal skills.
• Experience in global and national travel arrangements.
• Experience with executive-level calendar management.
• Process improvement, problem-solving skills, and use of initiative and creativity.
• Advanced Microsoft Office - Outlook, Microsoft Word, Excel, PowerPoint, SharePoint, (Visio).
• Proficient with travel booking and travel expense system(s) Board pack production and distribution.
• Project Management skills and Research capabilities.
• Strong multi-tasker with an appreciation for the challenges of supporting a growing team with diverse personalities in a remote working environment.
• Ability to prioritize and handle multiple assignments at any given time while anticipating the needs of others.
• Ability to work seamlessly with others in a team.
• Work effectively under pressure & manage conflicting priorities.
• Accurate minute-taking and production of minutes.
• High attention to detail.
• Managing, coordinating, and facilitating events/ meetings.

Our Ideal Candidate

Should be passionate about and motivated by a desire to support their executive team, improve organizational efficiency, solve problems effectively, communicate clearly, maintain confidentiality, continuously learn and grow professionally, adapt to changing circumstances, and ensure attention to detail in all tasks. Is responsible and accountable for managing the executive’s schedule and communications, ensuring (parallel) tasks and projects are completed accurately and on time. Is connected by building strong relationships with internal and external stakeholders, facilitating effective communication across departments, and leveraging a wide network to support the executives and the organization’s objectives. Is innovative by proactively identifying and implementing creative solutions and processes and utilizing technology to enhance efficiency and effectiveness in the support role. Feels empowered by the authority, resources, and support given to make decisions, take the initiative, and effectively manage tasks to significantly contribute to the executives' success. With a growth mindset embraces challenges, learns from feedback and experiences, continuously seeks opportunities for improvement, and adapts to new situations fostering personal and professional development to excel in their role. Aligns with the goals, values, and priorities of the executives, ensuring that their actions and decisions support the overarching objectives and contribute to the overall success of the team and company.

This is a Hybrid role.

What We Offer

• Step into a collaborative work environment where ideas flourish, and teamwork propels us forward towards shared success.
• An attractive salary and benefits package.
• Bentley Impact Day: take a day off from work to volunteer with an organization of your choice.
• Celebrate milestone achievements and moments that matter through our colleague recognition award programs and our Bentley Achievers platform.
• A commitment to inclusion, belonging and colleague wellbeing through global initiatives and resource groups.
• Be part of a company committed to making a real difference by advancing the world’s infrastructure for better quality of life, where your contributions help build a more sustainable, connected, and resilient world.
• Discover our latest user success stories for an insight into our global impact.

Who We Are

Bentley Systems (Nasdaq: BSY) is the infrastructure engineering software company. We provide innovative software to advance the world’s infrastructure – sustaining both the global economy and environment. Our industry-leading software solutions are used by professionals, and organizations of every size, for the design, construction, and operations of roads and bridges, rail and transit, water and wastewater, public works and utilities, buildings and campuses, mining, and industrial facilities. Our offerings, powered by the iTwin Platform for infrastructure digital twins, include MicroStation and Bentley Open applications for modeling and simulation, Seequent’s software for geoprofessionals, and Bentley Infrastructure Cloud encompassing ProjectWise for project delivery, SYNCHRO for construction management, and AssetWise for asset operations. Bentley Systems’ 5,200 colleagues generate annual revenues of more than $1 billion in 194 countries.

Equal Opportunity Employer: Bentley is proud to be an equal opportunity employer and considers for employment all qualified applicants without regard to race, color, gender/gender identity, sexual orientation, disability, marital status, religion/belief, national origin, caste, age, or any other characteristic protected by local law or unrelated to job qualifications. At Bentley, you'll help shape the future of infrastructure with innovative solutions, a global impact, and a culture that values growth, collaboration, and sustainability. Built by engineers for engineers, Bentley has been the leading global provider of infrastructure engineering software for 40 years. Join us on our continued journey leading industry change.