Executive & PA to CEO

Arion Retail Group; Amsterdam; On-site; EUR 70,000 - 95,000; Full time

Job summary

Arion Retail Group, a fast-growing international retail leader headquartered in Amsterdam, seeks an experienced Executive & Personal Assistant to support the CEO. This high-trust role requires discretion, proactive thinking and the ability to operate across countries and cultures.

You will manage the CEO’s diary, coordinate multi-country meetings, arrange complex international travel and prepare materials. The role may involve travel on weekends and outside hours, with fluency in English and

Qualifications

• Experienced Executive or Personal Assistant who has supported a CEO in an international organisation.
• Confident, mature and able to work with senior stakeholders.
• Understand diary priorities across multiple leaders, not isolation.
• Build trusted relationships with Heads of Department across the organisation.
• Proactive, discerning and discreet in all interactions.

Responsibilities

• Own the CEO’s diary across multiple countries and time zones.
• Coordinate meetings across senior stakeholders and countries.
• Organise complex international travel, including flights and accommodations.
• Prepare the CEO for meetings with relevant information and context.
• Attend meetings or follow up on actions with clear priorities and dependencies.
• Coordinate next steps with relevant stakeholders and maintain context.
• Act as the main coordination point between the CEO, Heads of Department and external stakeholders.
• Manage confidential information with absolute discretion.
• Provide personal assistance to the CEO as required.
• Support ad-hoc projects in a dynamic, entrepreneurial environment.

Skills

Executive Assistant

Personal Assistant

Diary management

Travel coordination

Stakeholder management

Discretion and confidentiality

Job description

Arion Retail Group is a leader in international retail, bringing some of the world’s most iconic and inspiring brands to consumers across Europe.

Headquartered in Amsterdam and operating across 14 European countries, we combine strong local expertise with the scale, ambition and entrepreneurial spirit of an international group.

THE ROLE

We are looking for an experienced, highly capable and proactive Executive & Personal Assistant to support our CEO.

This is a high-trust role at the heart of a fast-moving, international organisation.

It requires someone who can operate with confidence, discretion and sound judgement, anticipating needs rather than simply reacting to them.

You will work closely with the CEO and interact daily with senior leaders, internal teams and external stakeholders across multiple countries.

The role combines executive and personal support and requires a high degree of flexibility, including international travel and, when required, travel over weekends.

THE DAY-TO-DAY

• Take full ownership of the CEO’s complex and constantly evolving diary, ensuring priorities are reflected effectively and anticipating potential conflicts.
• Coordinate meetings across multiple countries, time zones and senior stakeholders.
• Organise complex international travel, including flights, accommodation, transfers, itineraries and last-minute changes.
• Prepare the CEO for meetings, ensuring relevant information, materials and context are available in advance.
• Attend or follow up on key meetings when required and ensure agreed actions are progressed appropriately.
• Following meetings, use sound judgement when coordinating next steps. This does not mean simply sending task lists to senior Heads of Department. You will first seek to understand the wider context, discuss priorities and dependencies with the relevant stakeholders, and seek their advice where appropriate. You will work collaboratively to clarify what is needed, who is best placed to support it and how it should be progressed.
• Act as a key point of coordination between the CEO, Heads of Department and other internal and external stakeholders.
• Manage confidential and sensitive information with absolute discretion.
• Provide personal assistance to the CEO when required.
• Anticipate needs, identify issues before they arise and proactively find solutions.
• Support ad-hoc projects and priorities as required in a dynamic and entrepreneurial environment.

ABOUT YOU

• You are an experienced Executive or Personal Assistant who has supported a CEO, founder or similarly senior executive in a demanding, international environment.
• You are confident, mature and comfortable working with senior stakeholders.
• You understand that successful diary management requires awareness of other senior leaders’ agendas, priorities and constraints — not simply managing the CEO’s calendar in isolation.
• You build strong, trusted relationships with Heads of Department and key stakeholders across the organisation.
• You have the confidence to step in, advise and challenge constructively when necessary rather than simply execute instructions - your CEO success lays also here.
• You understand context and can distinguish between what is genuinely urgent and what can wait.
• You are highly organised and able to manage multiple priorities while remaining calm when plans change.
• You are naturally proactive and think several steps ahead.
• You have excellent judgement and know when to act independently and when to consult others.
• You communicate clearly, professionally and diplomatically at all levels.
• You are discreet and understand the level of confidentiality required when working closely with a CEO.
• You are flexible and comfortable with an international role that may occasionally require travel or availability outside standard working hours, including weekends.
• Fluent English is essential. Spanish or Italian would be a strong advantage.

This is an opportunity to work closely with the CEO of a rapidly growing international retail group and to play an important role in enabling both the CEO and the wider leadership team to operate at their best.

A work permit in Netherlands is requuired.