Executive Assistant Health & Work

TNO; Leiden; Hybrid; EUR 33,000 - 45,000; Full time

Benefits offered by this job

8% holiday pay

13th month bonus 8.33%

Flex budget (5.58% + €180)

Hybrid work arrangement

Job summary

TNO in Leiden is seeking an Executive Assistant to support the Health & Work Unit's Unit Management Team. You will manage complex calendars, coordinate meetings, and ensure smooth operations at executive level.

The role requires HBO level education, at least three years' experience in secretarial or executive support, and strong Dutch and English communication, with proficiency in MS Office, SharePoint, SAP, and Ariba.

Qualifications

• Minimum HBO level of working and thinking, preferably in management support or related field.
• At least three years in secretarial/exec support or similar administrative role.
• Affinity with event management and event coordination.
• Excellent communication in Dutch and English, written and spoken.
• Strong digital and administrative skills.
• Experience with Microsoft Office, SharePoint, SAP, Export Control systems, and Ariba.

Responsibilities

• Managing complex calendars and mailboxes.
• Planning and coordinating meetings and events with internal and external stakeholders at executive level.
• Preparing agendas and maintaining action and decision lists for meetings.
• Processing purchase orders and administrative requests.
• Creating and formatting documents in line with templates and standards.
• Ensuring administrative and operational processes run efficiently, accurately, and seamlessly.

Skills

Calendar management

Executive support

Event coordination

Communication (Dutch & English)

Planning & prioritisation

Education

HBO level education preferred

3+ years in secretarial/exec support

Tools

Microsoft Office

SharePoint

SAP

Ariba

Export Control systems

Job description

Want to make your mark on our time? Come work als an Executive Assistant Health & Work at TNO in Leiden

• Location: Leiden.
• Work arrangement: Hybrid.
• Hours per week: 32-40 hours/week.

About this position

Within the Health & Work Unit, we are looking for an Executive Assistant to support our Unit Management Team, consisting of a Managing Director, two Market Directors, a Science Director, and a Director of Operations. Together with two fellow assistants, you will provide support to the Unit leadership team.

The Health & Work Unit comprises approximately 350 highly educated and talented professionals who work on innovations with real societal impact. We develop and bring innovative solutions to market that help keep healthcare accessible, strengthen the labour market, and improve productivity. Our main location is the Leiden Bio Science Park, where five of our six expertise groups and our laboratories are based. One expertise group operates from Utrecht.

What will be your role?

No two days are the same in this role. Throughout the day, you will switch between a variety of tasks, continuously assessing priorities and providing personal support to the Directors. You will be responsible for a broad range of activities, ensuring smooth operations and effective coordination at management level.

Your responsibilities include:

• Managing complex calendars and mailboxes.
• Planning and coordinating meetings and events with internal and external stakeholders at executive level.
• Preparing agendas and maintaining action and decision lists for meetings.
• Processing purchase orders and administrative requests.
• Creating and formatting documents in line with TNO templates and standards.
• Ensuring administrative and operational processes run efficiently, accurately, and seamlessly.

You work independently and are often one step ahead of the Directors thanks to your strong planning and prioritisation skills. You take a proactive approach, think before acting, anticipate what needs to be done, and can quickly switch between different responsibilities. When something is not feasible, you communicate this clearly and in a timely manner.

What we expect from you

You enjoy working closely with others and are always approachable for questions from your TNO colleagues. You bring valuable qualities to the organisation, including strong organisational awareness, creativity, flexibility, accuracy, and, of course, a proactive mindset. Together, these competencies enable you to make an effective contribution to our team.

In addition, you bring:

• A minimum HBO (Bachelor's degree) level of working and thinking, preferably with a completed education in management support, executive assistance, secretarial studies, business administration, or a related field.
• At least three years of experience in a secretarial, executive support, or similar administrative role, enabling you to anticipate the needs of Directors and set the right priorities.
• Affinity with event management and event coordination.
• Excellent communication skills in both Dutch and English, spoken and written.
• Strong digital and administrative skills.
• Experience with relevant software applications, management systems, and digital processes, such as Microsoft Office, SharePoint, SAP, Export Control systems, and Ariba.

What you'll get in return

Challenging and varied work with a real impact. And plenty of opportunities as, at TNO, you are in charge of shaping your career. We offer a gross monthly salary between € 3,000 and € 4,000 (based on your knowledge and experience), 8% holiday pay, a 13th month bonus of 8.33% and a flex budget (5.58% + € 180). In addition, you will be given every opportunity to develop yourself.

TNO offers optional employee benefits, enabling you to tailor your benefits package to match your personal situation. You may also expect:

• An extremely professional, innovative working environment where colleagues are leading experts in their field.
• The opportunity to attend courses, workshops and conferences, and to receive training and coaching based on your needs.
• 33 days annual leave plus a flexible holiday that can be used on a cultural, religious, or otherwise important day of your choosing (on a full-time basis).
• We offer a comprehensive and flexible mobility plan that also includes full compensation for public transportation for commuting and business travel.
• Great social events with your team and other TNO colleagues. That's how you will get to know a lot of people really quickly.
• Flexible working hours, the possibility to work parttime (32 or 36 hours) and the possibility of working from home.
• A good pension scheme.

TNO as an employer

Our people are at the heart of TNO. Their curiosity, expertise and entrepreneurial mindset make it possible to deliver high-impact research and innovations that contribute to society’s sustainable wellbeing and prosperity. That is why we invest in an inspiring and inclusive working environment where colleagues can excel, have autonomy and continue to grow.

Your talent and ambition have every opportunity to flourish at TNO. You work with experts (both within and beyond TNO), have access to advanced technology and the freedom to explore, experiment and innovate. Our strength lies in independence, reliability and collaboration. We find each other in wonder and ingenuity. We are driven to push boundaries. By working with businesses and government, and by connecting different perspectives, we strengthen our innovative capability and create responsible, meaningful results.

Eligibility

The selection process may include an online assessment and a reference check.

A certificate of Conduct (VOG) is required before starting a new job at TNO.

As you will be working for clients in the domain of defence and security, a Certificate of No Objection issued by AIVD (the Dutch General Intelligence and Security Service) is mandatory. This means you will have to undergo a security screening.