Management Assistant

KWS Group; Wageningen; On-site; EUR 32,000 - 48,000; Full time

Job summary

KWS Vegetables in Wageningen is seeking a Management Assistant to support our Research Management Team. You will coordinate administrative, financial, IT, and organizational activities, acting as a key contact for the local office and ensuring efficient day-to-day operations.

You will coordinate invoice processing, meetings, travel, procurement, and IT equipment, while supporting HR and compliance activities.

Qualifications

• Fluency in spoken and written English and Dutch is required.
• Excellent organizational and planning skills with attention to detail.
• Ability to manage multiple priorities and stakeholders.

Responsibilities

• Coordinate invoice processing via xFlow and support financial processes.
• Support Research Management Team with administrative activities (HR processes).
• Organize meetings, travel, workshops, and events for the Research Management Team.
• Manage office purchasing and procurement tools, including CPH.
• Act as local IT coordinator for equipment and software.
• Coordinate logistics: shipping labels, courier services, parcels.
• Support facility management and external service providers.
• Ensure local policies, safety standards, and company culture at Wageningen.
• Coordinate data protection and sustainability reporting with compliance topics.
• Coordinate document authentication and communications with notaries for Legal."

Skills

English (Fluent)

Dutch (Fluent)

Organizational skills

Multitasking

Stakeholder management

Communication skills

Teamwork

Proactive mindset

Tools

xFlow

CPH

Job description

At KWS Vegetables, we are looking for a Management Assistant to support our Research Management Team in Wageningen. In this varied role, you will coordinate administrative, financial, facility, IT, and organizational activities, acting as a key point of contact for the local office and ensuring efficient day-to-day operations.

Your Responsibilities:

• Coordinating invoice processing through xFlow, ensuring accurate booking and approval of invoices, and collaborating closely with Controlling to maintain high-quality financial processes.
• Supporting the Research Management Team with a wide range of administrative activities, including Employee Central (HR) processes.
• Organizing meetings, business travel, workshops, and events for members of the Research Management Team.
• Managing office purchasing through approved vendors and procurement tools, including CPH.
• Acting as the local IT coordinator by organizing laptops, software, mobile phones, and other equipment for employees and interns.
• Coordinating logistics activities, including preparing shipping labels, arranging courier services, and receiving and distributing parcels for the Research department.
• Supporting facility management by serving as the main contact for external service providers, building management, cleaning services, and office‑related suppliers.
• Ensuring local policies, safety standards, and company culture are maintained within the Wageningen location.
• Acting as the local coordinator for compliance‑related topics, including data protection and sustainability reporting (Cority).
• Supporting the Legal department by coordinating document authentication, collecting signatures, and managing communication with external notaries.
• Serving as a key point of contact for the Global Business Operations (GBO) and other internal stakeholders.

Your Profile:

You are a service‑oriented professional with excellent organizational skills and a strong ability to manage multiple priorities. You enjoy working with a variety of stakeholders and take ownership of ensuring processes are completed accurately and efficiently.

You bring:

• 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.

We look forward to receiving your application!