Management Assistant

Jobtailor; Wageningen; On-site; EUR 32,000 - 42,000; Full time

Job summary

Jobtailor in Wageningen, Netherlands, is seeking an experienced Administrative Coordinator to streamline office operations, support HR and travel logistics, and coordinate across Controlling, Legal, and Global Business Operations.

The role emphasizes organizational excellence, integrity, and proactive problem solving, in a dynamic entrepreneurial environment. Strong English and Dutch language skills are essential for daily interactions.

Qualifications

• Experience in administrative, office management, management assistant, executive assistant, or similar coordination role.
• Fluency in spoken and written English and Dutch.
• Excellent organizational and planning skills with strong attention to detail.
• A proactive, hands-on, and solution-oriented approach.
• Strong interpersonal and communication skills with the ability to collaborate across different teams and functions.
• High levels of integrity, discretion, and professionalism when handling confidential information.
• Confidence working independently while also being an active team player.
• A critical mindset with a continuous improvement approach.
• Flexibility and the ability to prioritize in a dynamic, entrepreneurial environment.

Responsibilities

• Coordinate invoice processing through xFlow, ensuring accurate booking and approval of invoices.
• Collaborate closely with Controlling to maintain high-quality financial processes.
• Support the Research Management Team with a wide range of administrative activities, including HR processes.
• Organize meetings, business travel, workshops, and events for members of the Research Management Team.
• Manage office purchasing through approved vendors and procurement tools.
• Act as the local IT coordinator by organizing laptops, software, mobile phones, and other equipment for employees and interns.
• Coordinate logistics activities, including preparing shipping labels and arranging courier services.
• Support facility management by serving as the main contact for external service providers and office‑related suppliers.
• Ensure local policies, safety standards, and company culture are maintained at the Wageningen location.
• Act as the local coordinator for compliance‑related topics, including data protection and sustainability reporting.
• Support the Legal department by coordinating document authentication and managing communication with external notaries.
• Serve as a key point of contact for the Global Business Operations and other internal stakeholders.

Skills

Organization & planning

English & Dutch fluency

Communication skills

Discretion & integrity

Independent work

Team collaboration

Problem solving

Job description

Responsibilities

• Coordinate invoice processing through xFlow, ensuring accurate booking and approval of invoices.
• Collaborate closely with Controlling to maintain high-quality financial processes.
• Support the Research Management Team with a wide range of administrative activities, including HR processes.
• Organize meetings, business travel, workshops, and events for members of the Research Management Team.
• Manage office purchasing through approved vendors and procurement tools.
• Act as the local IT coordinator by organizing laptops, software, mobile phones, and other equipment for employees and interns.
• Coordinate logistics activities, including preparing shipping labels and arranging courier services.
• Support facility management by serving as the main contact for external service providers and office‑related suppliers.
• Ensure local policies, safety standards, and company culture are maintained at the Wageningen location.
• Act as the local coordinator for compliance‑related topics, including data protection and sustainability reporting.
• Support the Legal department by coordinating document authentication and managing communication with external notaries.
• Serve as a key point of contact for the Global Business Operations and other internal stakeholders.

Requirements

• Previous experience in administrative, office management, management assistant, executive assistant, or similar coordination role.
• Fluency in spoken and written English and Dutch.
• Excellent organizational and planning skills with strong attention to detail.
• A proactive, hands‑on, and solution‑oriented approach.
• Strong interpersonal and communication skills with the ability to collaborate across different teams and functions.
• High levels of integrity, discretion, and professionalism when handling confidential information.
• Confidence working independently while also being an active team player.
• A critical mindset with a continuous improvement approach.
• Flexibility and the ability to prioritize in a dynamic, entrepreneurial environment.

Core Competencies

Demonstrates strong organizational and planning skills, with a proactive approach to administrative coordination and compliance management. Proficient in managing logistics, procurement, and communication across teams while maintaining high standards of integrity and professionalism.