Management Assistant

elekta; Veenendaal; On-site; EUR 42,000 - 54,000; Full time

Job summary

Elekta is seeking a Management Assistant within Brachy Solutions to provide high-quality support to three senior leaders, including the Vice President & Head of Product Management Brachytherapy. You will manage calendars, travel, correspondence, and events with a proactive, independent approach.

You will support execs across multiple functions, coordinating onboarding, meetings, and logistics while maintaining organized files in English and Dutch.

Qualifications

• Excellent written and spoken English and Dutch (French/German an advantage).
• Proven experience as a management assistant supporting senior leaders, ideally in an international organization.

Responsibilities

• Manage complex calendars for the VP Head of Product Management Brachytherapy and other leaders; balance requests.
• Act as first point of contact for meeting requests, phone calls and emails with relevant context.
• Coordinate recurring staff meetings, team meetings, reviews, and offsites; handle logistics and materials.
• Take minutes and maintain action lists; track open items ahead of deadlines.
• Coordinate leadership meetings, quarterly reviews, all-hands meetings and team events.
• Maintain distribution lists, Teams channels, SharePoint sites and meeting series for information flow.
• Arrange business travel including flights, hotels, transport, visas and itineraries.
• Prepare and submit expense claims in line with Elekta policies.
• Prepare, format and proofread correspondence in English and Dutch; maintain digital files.
• Coordinate onboarding logistics for new team members and provide support for events.
• Support customer, partner, and external events; manage invitations, venues and registrations.
• Own logistics for demo materials used at conferences and events, including shipment and tracking.
• Raise purchase requisitions and manage travel and event shipments within budgets.

Skills

English proficiency

Dutch proficiency

Education

MBO 4 level management assistant

HBO working and thinking level

Job description

We don't just build technology. We build hope for everyone dealing with Cancer.

Elekta is shaping the standard of care, together with healthcare providers, by developing precision radiation medicine that brings advanced radiotherapy into routine clinical practice. Our solutions support consistent, efficient and personalized care, addressing evolving patient needs. Through adaptive radiotherapy, precision treatment delivery and integrated workflows, Elekta supports care teams across a range of clinical settings. Each year more than 2 million patients are treated using Elekta solutions across over 130 countries. Elekta is headquartered in Stockholm, Sweden, with over 4,000 employees and offices in more than 40 countries. The company is listed on Nasdaq Stockholm. For more information, visit elekta.com.

Elekta is shaping the standard of care, together with healthcare providers, by developing precision radiation medicine that brings advanced radiotherapy into routine clinical practice. Our solutions support consistent, efficient and personalized care, addressing evolving patient needs. Through adaptive radiotherapy, precision treatment delivery and integrated workflows, Elekta supports care teams across a range of clinical settings. Each year more than 2 million patients are treated using Elekta solutions across over 130 countries. Elekta is headquartered in Stockholm, Sweden, with over 4,000 employees and offices in more than 40 countries. The company is listed on Nasdaq Stockholm. For more information, visit www.elekta.com.

What you will do at Elekta

As Management Assistant within Brachy Solutions, you will provide high-quality management and administrative support to three senior leaders. Around half of your time will primarily support the Vice President & Head of Product Management Brachytherapy, with additional support provided to the VP & Head of R&D and Head of Clinical Development as needed. You will help keep priorities, meetings, travel, administration and follow-up running smoothly across their functions, working independently and using sound judgement when balancing requests from multiple stakeholders.

Responsibilities

• Manage complex calendars, schedule and reschedule appointments, resolve conflicts and protect preparation time, with primary calendar support for the Vice President & Head of Product Management Brachytherapy and support for the other leaders as needed.
• Act as a first point of contact for meeting requests, phone calls and emails, handling routine requests directly and ensuring other requests reach the right leader with relevant context.
• Coordinate recurring staff meetings, team meetings, reviews and offsites, including schedules, rooms, logistics, agendas and meeting materials.
• Take minutes and maintain action lists when requested, distribute follow-up promptly and track open actions ahead of deadlines.
• Coordinate joint meetings and shared planning across the three functions, including leadership meetings, quarterly reviews, all-hands meetings and team events.
• Maintain shared distribution lists, Teams channels, SharePoint sites and meeting series so information and agreed actions reach the right people.
• Arrange business travel, including flights, hotels, ground transport, visa invitation letters and itineraries, and support changes during travel.
• Prepare and submit expense claims in line with Elekta policies.
• Prepare, format and proofread correspondence, presentations and documents in English and Dutch, and maintain organized digital files, including confidential information.
• Maintain team information such as organization charts, contact lists and holiday or absence overviews.
• Coordinate onboarding logistics for new team members, including workplace arrangements, access requests, equipment and introductory meetings.
• Support customer, partner and external events, including invitations, venues, catering, visitor registration and on-the-day logistics, in cooperation with relevant teams.
• Own logistics for demo materials used at conferences and events, including shipment planning, transport documentation, delivery tracking and return to the Veenendaal office.
• Raise purchase requisitions for relevant cost centers and arrange approved travel, accommodation and event shipments within agreed policies and budgets.
• Provide occasional backup for reception and other management assistants during absences or peak periods.

What you will bring

• You have a management assistant or secretarial qualification at MBO 4 level or higher, with HBO working and thinking level.
• Proven experience as a management assistant supporting senior leaders, ideally supporting several leaders at the same time in an international organization.
• Excellent written and spoken English and Dutch. French and/or German is an advantage.