Executive Assistant to the CEO & Executive Leadership Team

Infinitas-Learning; Utrecht; On-site; EUR 42,000 - 64,000; Part time

Benefits offered by this job

Hybrid working arrangements

Competitive salary

Job summary

Infinitas-Learning is seeking a proactive Executive Assistant to support the CEO and the Executive Leadership Team. The role focuses on prioritising workloads, coordinating complex calendars, and enabling senior leaders to perform at their best.

You will manage confidential information with discretion, host visitors, and drive efficiency across the executive office. The position is part-time, based in Utrecht, with hybrid flexibility where appropriate.

Qualifications

• Excellent verbal and written communication in English; Dutch is a plus
• At least five years supporting senior executives or C-level leadership
• Outstanding organisational and time management skills
• Strong integrity and discretion with confidential information
• Curiosity about new technologies and willingness to embrace AI solutions

Responsibilities

• Provide proactive executive support to the CEO and Executive Leadership Team
• Manage complex calendars and align priorities with business objectives
• Coordinate meetings, travel, leadership events, and off-sites
• Prepare agendas, presentations, reports, and executive correspondence
• Monitor action items, deadlines, and follow-ups
• Welcome and host visitors, clients, and partners in a professional manner
• Support strategic initiatives and cross-functional projects with senior leaders
• Maintain a professional, welcoming, and well-organised executive office

Skills

Executive support

Calendar management

English language

Dutch language

Microsoft 365

Time management

Attention to detail

Discretion

Education

Bachelor's degree or equivalent

Tools

Microsoft 365

Job description

Are you a proactive, highly organised professional who thrives on anticipating needs, creating structure, and enabling others to perform at their best?

We are a company driven by a shared purpose: helping teachers inspire and learners thrive through innovative blended learning solutions.

Education is constantly evolving, and the work we do has a direct impact on classrooms, schools, and communities around the world. Every idea you contribute, every project you support, and every challenge you help solve plays a part in empowering educators and creating meaningful learning experiences for students.

At our core, we believe growth is a lifelong journey - for learners, teachers, and for each of us as professionals. We value curiosity, collaboration, creativity, and the courage to innovate. Here, your voice matters, your talents are valued, and your work can make a real difference.

We are looking for an exceptional Executive Assistant to provide operational support to our Chief Executive Officer (CEO) and the wider Executive Leadership Team.

In this pivotal role, you will be the trusted partner to the CEO while also supporting other C-level executives as needed. You will ensure that priorities are managed effectively, executive operations run seamlessly, and our office environment reflects the professionalism and hospitality of our organisation. You think ahead, take initiative, and remove obstacles before they become problems. You bring calm to complexity, communicate with confidence, and build strong relationships across all levels of the business.

Key Responsibilities

• Provide proactive executive support to the CEO and other members of the Executive Leadership Team.


• Manage complex and dynamic calendars, ensuring priorities are aligned with business objectives.


• Coordinate meetings, travel arrangements, leadership events, and executive off-sites.


• Prepare agendas, presentations, reports, briefing materials, and executive correspondence.


• Monitor action items and deadlines, ensuring timely follow-up and execution.


• Act as a trusted point of contact for internal and external stakeholders.


• Handle highly confidential information with professionalism, integrity, and discretion.


• Anticipate the needs of the executive team and proactively resolve issues before they arise.


• Support strategic initiatives and cross-functional projects, working closely with senior leaders across the organisation.


• Ensure the smooth day-to-day operation of the executive office by maintaining a professional, welcoming, and well-organised working environment.


• Manage office operations, including office supplies, pantry facilities, meeting rooms, and relationships with office vendors and service providers.


• Welcome and host visitors, clients, and business partners, ensuring they enjoy a professional and warm experience.


• Continuously identify opportunities to improve administrative processes, simplify ways of working, and increase operational efficiency.


• Champion the use of AI-powered tools and digital technologies to streamline workflows, automate routine administrative tasks, improve document preparation, and increase productivity across the executive office.

About You

You are a natural organiser who enjoys making things happen behind the scenes. You are proactive rather than reactive, anticipate what needs to be done, and take ownership without waiting to be asked. You are an excellent communicator who builds trusted relationships with colleagues, executives, and external stakeholders alike.

You bring:

• A Bachelor's degree or equivalent professional experience.


• At least five years of experience supporting senior executives or C-level leadership.


• Excellent verbal and written communication skills in English; additional languages are an advantage.


• Outstanding organisational and time management skills, with the ability to manage multiple priorities simultaneously.


• A strong service-oriented mindset combined with confidence, sound judgement, and the ability to work independently.


• Exceptional attention to detail and commitment to delivering high-quality work.


• The highest level of integrity and discretion when handling confidential information.


• Strong proficiency in Microsoft 365 and digital collaboration tools.


• Curiosity about new technologies and a willingness to embrace AI solutions to improve efficiency and ways of working.


• Please note that proficiency in both Dutch and English, both spoken and written, is a mandatory requirement for this role.

What We Offer

Joining our organisation means becoming part of a company with a meaningful mission: helping people learn and grow through high-quality educational content and innovative learning solutions.

We offer:

• A challenging and varied role at the heart of the organisation.


• The opportunity to work closely with the CEO and Executive Leadership Team, making a visible impact on the success of the business.


• A collaborative, international, and purpose-driven working environment.


• Opportunities for professional development and continuous learning.


• A competitive salary and an attractive benefits package.


• Flexible and hybrid working arrangements where appropriate.

This is a parttime role for 32 hours per week (4 days), mostly working from the office in Utrecht.

Why join us?

This is much more than a traditional Executive Assistant position. We are looking for someone who enables success by anticipating needs, creating clarity, improving efficiency, and ensuring our executive team can focus on leading the organisation.

If you are an organised, proactive, communicative professional who enjoys taking ownership, creating a welcoming office environment, and leveraging modern technology—including AI—to work smarter, we would love to hear from you.