Executive Assistant & Administrative Support

The Lucas Bols Company; Amsterdam; On-site; EUR 50,000 - 70,000; Full time

Job summary

A leading spirits company in Amsterdam seeks an Executive Assistant to support the CEO and Group Management Team. You will manage travel logistics, legal documents, and various office operations, ensuring smooth daily activities. The ideal candidate has over 8 years of experience in executive support, speaks fluent English, and holds strong stakeholder management skills. This full-time role offers a vibrant and collegial work environment among celebrated brands, with a preference for working in the office 80% of the time.

Qualifications

• 8+ years of experience across executive assistance and office management.
• Fluent English; Dutch is a strong advantage.
• Strong calendar and inbox management skills.

Responsibilities

• Support the CEO and Group Management Team with various tasks.
• Manage legal documentation and support onboarding processes.
• Coordinate travel logistics and expense management.

Skills

Executive assistance

Travel logistics expertise

Confidential information management

Event coordination

Stakeholder management

Tools

Oracle

DocuSign

Job description

The Lucas Bols Company is a leading global cocktail and spirits player, active in more than 110 countries with a portfolio of more than 30 brands that includes iconic brands like Bols, Galliano and Passoã—driven by our mission to create great cocktail experiences around the world.

Our heritage dates back to 1575 in Amsterdam and we proudly describe ourselves as ‘Masters of Taste’, combining four-and-a-half centuries of craftsmanship with the city’s creative spirit.

We also bring our craft to life through three unique experiences in Amsterdam: the House of Bols Cocktail Experience, the Bols Cocktail Academy (Europe’s largest cocktail academy) and Wynand Fockink’s 17th‑century tasting room.

This role is based in our vibrant and modern head office in the city center, surrounded by the Netherlands’ finest museums, hospitality and the energy of our brands and experiences. We have teams in the Netherlands, the United States, France, Mexico and China.

Purpose of the role

As our Executive Assistant & Administrative Support, you will provide support to our CEO and Group Management Team. You will also ensure the wider organisation runs smoothly by combining high‑level executive support with day‑to‑day office operations, coordinated travel logistics, light HR support and structured legal administration—always with discretion, professionalism and a proactive mindset.

Key responsibilities

• Support the CEO in a broad sense, for example agenda management, planning, meeting preparation, inbox reading, expense declarations, travel support and holiday & travel expenses registration.
• Support the Group Management Team, for example with planning and preparing meetings and taking minutes.
• Support the Supervisory Board, for example collating and sharing pre‑read documents and planning and preparing the meetings.
• Expense management in Oracle for the CEO and regarding company‑wide flight & accommodation expenses.
• Centrally receive business travel requests and assess and plan these in accordance with the Company’s travel policy.
• Book flights and hotels for all staff.
• Arrange visas and other travel necessities for global travel.

Legal support

• Draft distribution contracts, extension letters, NDAs and support or co‑ordinate the drafting of other legal documents.
• Manage, maintain and monitor the centralised contract database and coordinate a timely follow‑up of contracts that expire or require attention otherwise.
• Update Chamber of Commerce and other legal/regulatory body documents, for example changes, registrations, LEIs, UBOs.
• Prepare all legal documents for signing and arrange digital signing via DocuSign.

HR support

• Assist with onboarding and exit processes.
• Assist in monthly payroll, for example planning, communicating changes to the external payroll provider and performing initial checks & balances.
• Support with requests for data collation/reports, i.e. for audit or informative purposes.
• Coordinate, collate and prepare the quarterly internal The Lucas Bols Company newsflash.
• Organise staff updates/town halls, drinks, brand and other (corporate) events.

Mailbox management

• Manage and answer—and/or coordinate responses—to emails received in central, generic inboxes, including general company information requests, product questions or complaints, press requests and questions regarding the House of Bols Cocktail Experience and Bols Cocktail Academy.

Other operations

• Prepare and maintain digital business cards.
• Manage corporate credit cards (e.g. issue, withdraw, change limits).
• Ensure the corporate website is updated & maintained.
• Centrally register The Lucas Bols Company heritage items kept in our museum in Zoetermeer.
• Coordinate and assess requests for product samples from commercial staff, distributors and others.
• Coordinate the shipment of products, samples and other documents/items globally.

Qualifications, experience and skills

Must‑haves:

• 8+ years of experience across executive assistance and office management (experience with Board level management is an important plus).
• Fluent English; Dutch is a strong advantage given local coordination needs.
• Strong calendar/inbox‑management and meeting‑preparation skills.
• Proven discretion with confidential information and sound judgment.
• Hands‑on, proactive, and comfortable “making your hands dirty” when needed.
• Strong stakeholder skills—able to work with people of all backgrounds, ages, experiences and disciplines.
• Travel‑logistics expertise (airlines, hotels, visas).
• Familiarity with DocuSign and contract administration.
• Experience with basic HR administration (onboarding, payroll changes/checks).
• Comfort with expense‑management systems (e.g. Oracle) and corporate credit card management.
• Excellent written communication and attention to detail.
• Knowledge of Chamber of Commerce filings and basic legal document workflows.
• Event coordination experience for staff updates, drinks and brand & corporate activations.

Ways of working

• Employment: 80% or 100% FTE.
• Location: Amsterdam city center head office.
• We prefer you to work from the office as much as you can, but at least 80% of your time.

What you’ll love here

• The energy of a company that is both heritage‑rich and innovative‑ & future‑focused, operating celebrated brands like Bols, Galliano, Passoã, Tequila Partida, Fluère and Pisang Ambon in 110+ countries.
• Daily proximity to our Amsterdam experiences—House of Bols Cocktail Experience, the Bols Cocktail Academy and Wynand Fockink—where our craftsmanship and creativity come to life.
• A vibrant, international, diverse and collegial workplace that values initiative, reliability and partnership.

How to apply

Send your CV and a short motivation to [e-mail]

Additional information

• Seniority level: Mid‑Senior level
• Employment type: Full‑time
• Job function: Administrative
• Industries: Beverage Manufacturing

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