Executive Support Coordinator

SIRE LIFE SCIENCES; Hoofddorp; On-site; EUR 42,000 - 62,000; Full time

Job summary

SIRE LIFE SCIENCES seeks an Executive Support Coordinator to provide high-level day-to-day support to senior leaders. You will manage calendars, coordinate meetings and travel, and handle key administrative processes.

This role requires discretion, strong written English, and excellent communication with internal teams and external partners. You will draft emails, prepare presentations, and support ad hoc projects. Temporary 3 months, full-time, based in Hoofddorp, NL.

Qualifications

• Proven experience supporting senior leaders in a complex, professional environment.
• Strong calendar management, meeting coordination, and priority handling.
• Experience coordinating business travel and handling multiple logistics in parallel.
• Strong written English skills; able to draft clear emails and documents.

Responsibilities

• Manage complex calendars/diaries for senior leaders, including frequent changes and prioritization.
• Arrange conference calls, WebEx sessions, and video meetings.
• Coordinate travel arrangements, including flights, train travel, hotel bookings, and visa-related actions.
• Organize leadership meetings, workshops, conferences, and advisory board meetings.
• Plan meeting logistics, send invitations, and support preparation and distribution of documents.
• Take meeting minutes, track action points, and follow up to ensure completion.

Skills

Calendar management

Meeting coordination

Travel logistics

Written English

Discretion

Stakeholder communication

Project coordination

Tools

PowerPoint

Excel

Job description

Company

Our client is a large, international organization with a fast-paced environment where senior leaders manage complex priorities and work with a wide range of internal teams and external partners. The business values strong organization, clear communication, and reliable follow-through.

Job Description

For our client, we are looking for an Executive Support Coordinator who will provide high-level day-to-day support to senior leaders. The Executive Support Coordinator will manage complex calendars, coordinate meetings and travel, handle key administrative processes, and ensure smooth communication and follow-up across stakeholders.

Responsibilities

• Manage complex calendars/diaries for senior leaders, including frequent changes and prioritization
• Arrange conference calls, WebEx sessions, and video meetings
• Coordinate travel arrangements, including flights, train travel, hotel bookings, and visa-related actions, with support from a travel agency
• Organize leadership meetings, workshops, conferences, and advisory board meetings
• Plan meeting logistics, send invitations, and support preparation and distribution of documents
• Take meeting minutes, track action points, and follow up to ensure completion
• Support communication and administration with internal stakeholders (e.g., IT, HR, Legal, Facilities) and external parties (e.g., suppliers and other key stakeholders)
• Draft emails, documents, and internal communications and support distribution when needed
• Support purchasing administration by preparing, tracking, and maintaining purchase orders and setting up new vendors where required
• Maintain practical office administration such as organization charts, contact lists, and internal calendars
• Prepare and update PowerPoint presentations and support Excel-based analysis
• Handle administration such as expenses, holiday tracking, signatures for contracts/legal documentation, and time writing
• Support document management, filing, and retrieval
• Coordinate and support ad hoc projects as required

Temporary 3 Months Contract (Full-Time)

Requirements

• Proven experience supporting senior leaders in a complex, professional environment
• Strong skills in calendar management, meeting coordination, and priority handling
• Experience coordinating business travel and handling multiple logistics in parallel
• Strong communication skills and a high level of discretion
• Strong written English skills (able to draft clear emails and documents)
• Confident user of PowerPoint and Excel
• Structured, proactive working style with strong attention to detail and follow-through