Management Assistant | Supporting Brilliant Minds at ImPhys!

Delft University of Technology (TU Delft); Delft; On-site; EUR 34,000 - 44,000; Part time

Job summary

TU Delft's Department of Imaging Physics (ImPhys) seeks a proactive Management Assistant to keep the day-to-day operations running smoothly within the Optics research group. You are the first point of contact for staff, students and guests, and coordinate HR processes, meetings, travel, and administrative tasks.

Your role involves liaising with suppliers, handling financial administration, organizing events and providing proactive support to the section so researchers can focus on excellent

Qualifications

• 3 years of experience in a similar administrative role.
• Fluent Dutch and English (minimum B2 level).
• Proficiency with Microsoft 365 (Outlook, Teams, Excel, Word, PowerPoint).
• Administrative or secretarial qualification preferred.

Responsibilities

• Coordinate HR-related processes, including recruitment and onboarding.
• Manage appointments and meetings for staff.
• Prepare agendas and meeting minutes.
• Handle bookings, travel arrangements and logistics.
• Process purchase orders, invoices and other financial admin.
• Liaise with suppliers and support teams.
• Organise meetings, conferences and events.
• Provide proactive administrative support to the section.

Skills

Dutch language

English language

MS 365

Administrative experience

Education

MBO+/HBO level

Tools

Outlook

Teams

Excel

Word

PowerPoint

Job description

Would you like to play a key role behind the scenes of cutting‑edge research? As a Management Assistant at TU Delft, you’ll help researchers focus on what they do best.

Job description

The role

As a Management Assistant within the Optics research group, you are at the heart of the day‑to‑day organisation of the section. You are the first point of contact for staff, students and guests, and play a key role in keeping things running smoothly.

This role gives you the opportunity to work with a broad and diverse network of people, both within the research group and across the wider department and university. You will be at the centre of a dynamic environment where research, education and professional support come together.

In this role, you will:

• Coordinate HR‑related processes, including recruitment, appointments and onboarding of new colleagues.
• Manage appointments and meetings for members of the research section.
• Prepare agendas and meeting minutes when required.
• Handle logistical and administrative processes, including bookings and travel arrangements.
• Process purchase orders, invoices and other financial administration.
• Liaise with suppliers, service departments and support teams across the university.
• Organise meetings, conferences, workshops and social events.
• Provide proactive administrative support and help ensure the smooth day‑to‑day operation of the section.

No two days are the same. With your organisational skills, proactive attitude and service‑oriented approach, you help our researchers focus on what they do best: excellent research.

The Team and Department ImPhys

You will work independently for your own section, while being part of a diverse and energetic team of Management Assistants, a Project Officer and a Department Manager. We work closely together, share knowledge and regularly get together.

The Department of Imaging Physics (ImPhys) conducts pioneering research and education within the Applied Physics programme at TU Delft. Our researchers develop technologies that improve healthcare, such as advanced medical imaging techniques, and contribute to a more sustainable society. The department consists of approximately 90 colleagues, supported by a dedicated team of technicians and professional support staff.

Alongside our scientific ambitions, we place great value on maintaining a connected and supportive working environment. Throughout the year, we organise informal activities such as spring and winter coffee gatherings and an annual department retreat day, providing opportunities to get to know colleagues across the department and strengthen our community.

Job requirements

What we are looking for:

A successful administrative team depends on the right team spirit. We are looking for someone who can work autonomously while also enjoying being part of a collaborative team. You demonstrate professionalism in both your working style and your interactions with others. You adapt easily to a dynamic and ever‑changing environment, are comfortable working with a wide range of colleagues and stakeholders and take a proactive approach to resolving and completing tasks.

Your working days can be discussed and agreed in consultation. Availability on Fridays is preferred.

In addition, we are looking for someone with:

• MBO+ or HBO working and thinking level, preferably with an administrative or secretarial qualification.
• 3 years of experience in a similar role.
• Excellent command of Dutch and English (minimum B2 level).
• Proficiency with Microsoft 365 applications, including Outlook, Teams, Excel, Word and PowerPoint.

TU Delft (Delft University of Technology)

Working at TU Delft means contributing to solutions that really make a difference.

For over 180 years, we have been training engineers who make an impact worldwide in companies, government bodies, or as entrepreneurs. Our alumni turn knowledge into concrete solutions for the challenges of today and tomorrow. These challenges are changing rapidly. That is why we focus on themes such as energy, climate, digitalisation, artificial intelligence (AI), and smart mobility every day. Our education and research are directly aligned with what society needs now and in the future.

At TU Delft, our people make the difference. With their knowledge and curiosity, our staff provide a high‑quality education and conduct pioneering research that extends beyond the campus. You will have the opportunity to take the initiative, work with others, and grow as a professional. Working at TU Delft means join an international community of professionals and students. Together, we create knowledge, innovations, and solutions that help move the world forward.

Faculty Applied Sciences

With more than 1,100 employees, including 150 pioneering principal investigators, as well as a population of about 3,600 passionate students, the Faculty of Applied Sciences is an inspiring scientific ecosystem. Focusing on key enabling technologies, such as quantum‑ and nanotechnology, photonics, biotechnology, synthetic biology and materials for energy storage and conversion, our faculty aims to provide solutions to important problems of the 21st century. To that end, we educate innovative students in broad Bachelor's and specialist Master’s programmes with a strong research component. Our scientists conduct ground‑breaking fundamental and applied research in the fields of Life and Health Science & Technology, Nanoscience, Chemical Engineering, Radiation Science & Technology, and Engineering Physics. We are also training the next generation of high school teachers.

Click here to go to the website of the Faculty of Applied Sciences.

Conditions of employment

• Duration of contract is 1 jaar. Temporary with prospect of permanent.
• A job of 24‑32 hours per week.
• A salary based on Scale 07 of the CAO for Dutch Universities with a salary between €3057 - €3985 gross per month based on a fulltime contract (38 hours), plus 8 % holiday allowance and an end‑of‑year bonus of 8.3 %.
• An excellent pension scheme via the ABP.
• The possibility to compile an individual employment package every year.
• Discount with health insurers on supplemental packages.
• Flexible working week.
• Every year, 232 leave hours (at 38 hours). You can also sell or buy additional leave hours via the individual choice budget.
• Plenty of opportunities for education, training and courses.
• Partially paid parental leave
• Attention for working healthy and energetically with the vitality program.