Executive Assistant – Team Experience Lead

Jobtailor; Amsterdam; Hybrid; EUR 55,000 - 85,000; Full time

Job summary

Jobtailor in Amsterdam seeks an experienced Executive Assistant / EBP to support the Global Head of AI. You will manage complex calendars, coordinate international travel, and prepare leadership briefing materials to enable strategic decision-making.

You will own onboarding and team wellbeing initiatives using PERMA, while coordinating with HR, IT, Finance, and Legal. This role requires discretion, strong communication, and the ability to operate across a matrixed, fast-growing tech environment.

Qualifications

• Senior EA or equivalent in a fast-scaling technology organisation.
• Ownership of team experience programmes: onboarding, culture, engagement, or rituals.
• Experience designing and running team events at scale: offsites, all-hands, leadership programmes, engagement touchpoints.
• Comfort operating across HR, IT, Finance, Legal, Comms, and Events, without direct authority.
• Fluent in English; able to operate across an international, matrixed organisation.
• Background in organisational development or HR business partnering; AI/deep-tech teams is a plus.

Responsibilities

• Manage the Global Head of AI's calendar, inbox, and priorities.
• Coordinate complex international travel, prepare itineraries, and handle visa logistics.
• Prepare briefing materials, pre-reads, and follow-up actions for leadership meetings.
• Represent the Global Head of AI with internal and external stakeholders as gatekeeper and trusted proxy.
• Track strategic communications and alignment across the leadership team.
• Oversee budget tracking and expense compliance.
• Support onboarding for new AI team hires from pre-arrival logistics to integration.
• Plan and execute team offsites, leadership programmes, and large-scale events.
• Apply PERMA framework to team wellbeing; monitor wellbeing rituals.
• Coordinate cross-functionally with HR, IT, Finance, Workplace, Legal, and Comms.

Skills

Executive support

Stakeholder management

Team experience programme ownership

Event planning at scale

HR coordination

Cross-functional coordination

Fluent English

Education

Background in organisational development / HR business partnering

Job description

• Manage the Global Head of AI's calendar, inbox, and priorities
• Coordinate complex international travel, prepare itineraries, and handle visa logistics
• Prepare briefing materials, pre-reads, and follow-up actions for board, leadership, and cross-functional meetings
• Represent the Global Head of AI with internal and external stakeholders as gatekeeper and trusted proxy
• Track strategic communications and alignment across the leadership team
• Manage budget tracking and expense compliance
• Manage and develop junior team assistants and delegate execution-level work
• Maintain discretion and confidentiality
• Own onboarding for new AI team hires from pre-arrival logistics through integration and early engagement
• Plan and execute team offsites, leadership programmes, and large-scale events
• Apply PERMA as a framework for team wellbeing
• Hold regular office hours or other rituals to monitor team wellbeing
• Oversee office and workspace needs, including hybrid work setup, seating strategy, and facilities coordination
• Coordinate cross-functionally with HR, IT, Events, Finance, Workplace, Legal, and Comms
• Track engagement and wellbeing signals and improve team dynamics

Requirements

• Proven experience in a senior EA, executive business partner, or operations role supporting senior leadership in a fast-scaling technology organisation
• Demonstrated ownership of team experience programmes: onboarding, culture, engagement, or rituals — not just coordination or administrative support
• Track record of designing and running team events at scale: offsites, all-hands, leadership programmes, and recurring engagement touchpoints
• Comfort operating across HR, IT, Finance, Legal, Comms, and Events, driving delivery without direct authority
• Fluent in English
• Presence and communication clarity to operate across an international, matrixed organisation
• Familiarity with PERMA or other evidence-based wellbeing frameworks is a strong plus
• Background in organisational development, HR business partnering, or experience supporting AI or deep-tech teams is a plus

Core Competencies

Demonstrates expertise in managing executive calendars, coordinating complex travel logistics, and facilitating team engagement initiatives. Proficient in overseeing onboarding processes and applying wellbeing frameworks to enhance team dynamics in a fast-paced technology environment.

Highest-signal resume keywords

• Executive Business Partner Experience
• Team Experience Programme Ownership
• Event Planning and Execution
• Cross-Functional Coordination
• Fluency in English

Hard Skills

• Calendar Management
• Travel Coordination
• Budget Tracking
• Onboarding Processes
• Event Planning
• Team Dynamics Improvement
• Confidentiality Management
• Strategic Communication Tracking
• HR Coordination
• Organisational Development

Soft Skills

• Communication Clarity
• Discretion
• Team Leadership
• Stakeholder Management
• Presence

Industry Keywords

• Fast-Scaling Technology Organisation
• PERMA Framework
• AI Teams
• Deep-Tech Teams
• Engagement Touchpoints