Executive Assistant

Bentley Systems; Hoofddorp; On-site; EUR 60,000 - 85,000; Full time

Benefits offered by this job

Team culture

Salary & benefits

Inclusion initiatives

Global impact

Job summary

Bentley Systems is seeking an Executive Assistant to support the Ecosystem & Ventures leadership, coordinating calendars, travel, and agendas across global time zones, ensuring smooth execution of meetings and programs.

You will handle confidential communications, prepare materials, produce meeting minutes, and assist with procurement and project duties, reporting to the Senior Director, Programs and Operations.

Qualifications

• 2-5 years experience providing operational support for senior leadership.
• Able to maintain confidentiality and discretion.
• Experience with administrative work requiring analysis and initiative.
• Excellent at building internal/external relationships at all levels.
• Strong time management and organizational skills.
• Experience with executive calendar management.
• Experience coordinating global travel arrangements.

Responsibilities

• Manage senior leadership agendas and coordinate global meetings with diplomacy.
• Gather materials to prepare for meetings, presentations, and projects.
• Coordinate advanced domestic and international travel with complex connections.
• Produce high-quality emails and messages to internal/external stakeholders.
• Support and facilitate meetings (All Hands, QBRs, Leadership Meetings) and arrange speakers/presentations.
• Take minutes, identify action items, and follow up to ensure deadlines.
• Coordinate procurement activities and manage purchase requests for executives.
• Handle administrative and project duties and maintain accurate internal records.

Skills

Executive support

Calendar management

Travel coordination

Communication

Relationship building

Discretion

Time management

Meeting coordination

Minute taking

Project management

Tools

Microsoft Office

Outlook

Word

Excel

PowerPoint

SharePoint

Visio

Travel booking systems

Job description

Bentley Systems

Ecosystem & Ventures (E&V) - Executive Assistant

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, 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.

What We Offer

• A great Team and culture – please see our colleague video.
• An exciting career as an integral part of a world-leading software company providing solutions for architecture, engineering, and construction - watch this short documentary about how we got our start.
• An attractive salary and benefits package.
• A commitment to inclusion, belonging and colleague wellbeing through global initiatives and resource groups.
• 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.