Executive Assistant

Hellokaleido; Utrecht; Hybrid; EUR 50,000 - 70,000; Full time

Job summary

ViCentra in Utrecht is seeking an Executive Assistant to support the Senior Leadership Team and day-to-day operations. The role is hybrid or on-site, 6 months with a possibility to prolong, offering an opportunity to shape leadership cadence and important company moments.

You will manage calendars, prepare materials, coordinate events, and help drive internal communications with a hands-on, detail-oriented approach that keeps the business running smoothly.

Qualifications

• Proven EA experience supporting senior leaders.
• Strong calendar, prioritisation, and time-management skills.
• Excellent written and verbal communications at leadership level.
• Experience coordinating complex cross-functional projects.
• Ability to handle sensitive information with discretion.

Responsibilities

• Act as trusted partner to senior leaders and manage key priorities.
• Own end-to-end calendar, agendas, and leadership cadence (SLT, QBRs, All Hands).
• Prepare briefing materials, presentations, and leadership communications.
• Coordinate and drive OKR planning and follow-up across teams.
• Ensure clear company-wide communication and alignment on priorities.
• Support change and transformation initiatives with stakeholder engagement.
• Lead internal event and leadership offsite coordination.
• Track decisions and actions, escalate risks when needed.

Skills

Executive Assistant

Calendar management

Stakeholder management

Communication

Cross-functional projects

Discretion

Tools

Microsoft 365

Job description

Join ViCentra – Empower Bold Change in MedTech

Location: Utrecht
Hybrid or On-site | Temporary role (6-months) with option to prolong

Making Every Move Matter

AtViCentra, we’re on a mission to make living with diabetes easier, by designing simple, beautiful, and effective solutions that fit people’s lives, not the other way around.We combine technological innovation with human-centered design to empower people with more freedom, confidence, and life on their terms. Our values;Be Bold, Build Trust, Focus on the Customer and Deliver Excellence drive everything we create and every decision we make.

We believe that when ambition meets purpose, remarkable things happen. If you thrive in a space where ideas accelerate, challenges spark growth, and making a difference is the goal, ViCentra is your next great adventure.

Your Impact

As Executive Assistant, you’ll play a central role in supporting both our Senior Leadership Team and the day-to-day running of the organisation. You’ll act as a trusted and proactive partner to leadership, ensuring schedules run smoothly, priorities stay on track, and meetings and communications are well prepared. At the same time, you’ll contribute to the wider organisation by supporting internal events, office coordination, and team operations. This is a role where attention to detail meets variety, from managing leadership cadence and preparing key materials, to helping organise company moments and keeping things running seamlessly behind the scenes. If you enjoy being organised, hands‑on, and at the centre of activity, while working closely with leadership and teams across the business, this is a role where you can make a visible and valued contribution every day.

What You’ll Take On

In your role, you will:

• Act as a trusted partner to senior leaders, anticipating needs and ensuring follow-through on key priorities.

• Own end-to-end calendar, agenda, and leadership cadence management, including SLT meetings, QBRs, and All Hands.

• Prepare briefing materials, presentations, and leadership communications.

• Coordinate and drive OKR planning, tracking, and follow-up across teams.

• Ensure clear company-wide communication and alignment on priorities and decisions.

• Support change and transformation initiatives, ensuring progress and stakeholder engagement.

• Lead internal event and leadership offsite coordination, delivering excellent employee experiences.

• Track decisions and actions, proactively managing risks and escalating where needed.

What You Bring

• Proven experience as an Executive Assistant or senior-level EA, supporting senior leaders.

• Exceptional organisational, prioritisation, and calendar management skills.

• Excellent written and verbal communication, with confidence drafting leadership-level messaging.

• Experience coordinating complex, cross-functional projects.

• Strong stakeholder management and ability to handle sensitive information with discretion.

Nice to have:

• Experience with OKR frameworks and organisational planning cycles.

• Background in change or transformation environments.

• Familiarity with Microsoft 365 or similar productivity tools.

Life at ViCentra

Working at ViCentra means joining a team defined by:

• Courage to create:We experiment, challenge norms, and learn fast.

• Trust above all:Integrity, honesty, and openness shape our relationships.

• Customer-first mindset:Every idea is measured by the impact on those we serve.

• A drive for excellence:We hold ourselves to the highest standard because lives depend on it.

Our days move fast, fueled by curiosity, diverse perspectives, and a love for collaboration. Here, you can shape and be shaped by groundbreaking work in MedTech.

Grow With Purpose

• Harness your talent for a mission that truly matters.

• Enjoy creative freedom, supportive teamwork, and room to lead initiatives.

• Make a direct impact in people’s lives, today and into the future.

• Be surrounded by innovators who challenge and cheer you on.

Every Journey Starts Somewhere, Make Yours Count Here

We believe a powerful team is built on unique backgrounds and points of view. If this opportunity excites you but you’re unsure if you fit every bullet, we want to hear your story. At ViCentra, it’s your potential and passion that catch our eye.