Management Assistant & Office Coordinator

AlphaESS Benelux; Eindhoven; On-site; EUR 42,000 - 58,000; Full time

Benefits offered by this job

International work environment

Competitive employment conditions

Job summary

AlphaESS Benelux in Eindhoven seeks an experienced management assistant/office coordinator to provide day‑to‑day administrative and organisational support to the CEO and Sales Director. You will manage calendars, travel, meetings and prepare internal documents while handling confidential information with discretion.

You will coordinate finance and HR administration, support onboarding/offboarding, and help maintain a well‑structured, efficient Eindhoven office in an international environment.

Qualifications

• Several years of relevant experience in a management support, executive assistant or office coordination role.
• A mature, dependable and service‑oriented professional who takes ownership.
• Exceptionally structured, accurate and well organized.

Responsibilities

• Provide day‑to‑day administrative and organizational support to the CEO and Sales Director.
• Manage agendas, travel arrangements and meeting logistics.
• Prepare meetings, presentations, reports and internal documents.
• Take meeting notes and follow up on decisions and deadlines.
• Support Finance and HR administration and onboarding/offboarding processes.
• Coordinate Eindhoven office operations and reception activities.
• Facilitate clear communication between Benelux and European HQ.

Skills

Management support

Executive assistance

Office coordination

Multitasking

Microsoft Office

Communication skills

Independent work

Tools

Microsoft Office

Digital collaboration tools

Job description

• Provide day-to-day administrative and organisational support to the CEO and Sales Director.
• Manage agendas, appointments, travel arrangements and meeting logistics.
• Prepare meetings, presentations, reports and internal documents.
• Take meeting notes, follow up on decisions and monitor agreed actions and deadlines.
• Help management prioritise and maintain structure across ongoing activities and projects.
• Handle confidential and sensitive information with discretion.

Finance and HR administration

• Act as the local administrative contact for the Finance and HR departments at the European headquarters in Frankfurt.
• Support the processing and follow-up of invoices, expense claims, purchase orders and other finance-related documentation.
• Maintain structured and accurate personnel and administrative records.
• Assist with onboarding and offboarding, employment documentation, leave administration and other HR processes.
• Coordinate the timely collection, verification and submission of information requested by Finance, HR or external service providers.
• Help ensure that local administrative processes comply with company procedures and applicable requirements.

Office coordination and reception

• Take responsibility for the professional and efficient day-to-day management of the Eindhoven office.
• Welcome visitors, customers, candidates and business partners.
• Manage incoming calls, correspondence, mail and deliveries.
• Coordinate office supplies, facilities, access badges, meeting rooms and relationships with external suppliers.
• Organise internal meetings, customer visits, training sessions and team events.
• Identify practical office needs and resolve issues proactively.
• Contribute to a welcoming, well-organised and professional working environment.

International coordination

• Facilitate clear and timely communication between the Benelux organisation and the European headquarters.
• Support coordination with colleagues in Frankfurt and, where relevant, with headquarters in China.
• Help bridge differences in language, working methods and business culture.
• Ensure that requests, decisions and actions are properly documented and followed up.

Profile

• Several years of relevant experience as a management assistant, executive assistant, office manager or in a comparable coordinating role.
• A mature, dependable and service-oriented professional who takes ownership.
• Exceptionally structured, accurate and well organised.
• Able to manage multiple priorities and follow tasks through to completion.
• Proactive and solution-oriented, with the confidence to anticipate needs and raise issues in time.
• Strong interpersonal and communication skills.
• Comfortable working independently in a dynamic, fast-growing and international environment.
• Diplomatic and culturally sensitive, while also being clear and assertive when follow-up is required.
• High level of integrity and discretion.
• Strong command of Microsoft Office and comfortable working with digital collaboration and administrative tools.
• Affinity with finance and HR administration is an important advantage.

Language requirements

• Native or near-native command of Dutch.
• Excellent written and spoken English.
• Knowledge of Mandarin Chinese is a strong advantage.

What we offer

• A broad and trusted role at the heart of a fast-growing international organisation.
• Close cooperation with local senior management and the European headquarters.
• A varied position combining management support, office coordination, finance and HR administration.
• The opportunity to help shape structures and working processes as the Benelux organisation continues to grow.
• An international working environment in the innovative ecosystem of the High Tech Campus Eindhoven.
• Competitive employment conditions aligned with the candidate’s experience and responsibilities.