Office Manager

smartphotonics.nl; Eindhoven; On-site; EUR 42,000 - 60,000; Full time

Job summary

SMART Photonics is seeking an experienced Office Manager to be a pivotal partner to our Leadership Team. You will manage executive calendars, travel, and communications, coordinate meetings and events, and handle high‑level administrative tasks with discretion.

You will balance strategic support with hands‑on duties, work closely with senior leaders, and ensure priorities stay on track in a dynamic scale‑up environment.

Qualifications

• 5+ years of experience as an Office Manager, Executive Assistant, or Senior Management Assistant supporting senior leaders.
• Strong understanding of executive dynamics, priorities and decision-making.
• Excellent judgement, discretion and ability to handle confidential information.
• Proactive and structured approach to managing calendars, meetings, travel and priorities.
• Balance strategic support with operational execution and hands-on tasks.
• Strong organisational skills to manage multiple priorities in a fast-paced environment.
• Fluency in Dutch and English, both spoken and written.
• Availability of at least 32 hours per week, with minimum 80% onsite presence.

Responsibilities

• Manage complex executive calendars, travel arrangements and mailbox overview.
• Support leadership meetings and ensure timely delivery of information to the right executive.
• Organise and support important company events.
• Manage sensitive information with absolute discretion.
• Coordinate practical matters or delegate to team (supplies, gifts, visitors, meetings).
• Take ownership of special projects and urgent requests; manage the Office Management team (1,2 FTE).

Skills

Office management

Executive support

Calendar management

Bilingual Dutch/English

Organizational skills

Travel coordination

Job description

About SMART Photonics

SMART Photonics is a leading European pure-play foundry for Indium Phosphide photonic integrated circuits and related photonic components.

We are scaling rapidly. Our ambition is to become a globally leading foundry for Photonic Integrated Chips and to strengthen Europe's position in the photonics value chain.

This is an exciting stage in our development. It is also a demanding one. As the organisation grows, our Executive Office needs someone who can bring experience, judgement and structure to a fast-moving leadership environment.

The Position:

As our Office Manager, you are a experienced management support partner to our Leadership Team.

This role covers the full scope of supporting the broader SMART Photonics’ Leadership Team in the daily activities and planning. Each executive has a different role, personality and way of working. You know how to adapt while maintaining a consistently high level of professionalism and discretion. As our Office Manager you are at the heart of our fast-growing technology company. You work closely with senior leaders, understand their priorities and offer your support to allow them to focus on their core priorities.

The daily job:

• Manage complex executive calendars, business travel arrangements and mailbox overview.
• Support leadership meetings.; Make sure important information reaches the right executive at the right time.
• Organise and support with important company events.
• Manage sensitive information with absolute discretion.

• Coordinate practical matters or delegate them to the team, (ordering supplies, gifts & cards to our employees, welcoming visitors, arrange beverages during meetings, etc)

• Take ownership of special projects and urgent requests when they arise.
• Manage and coordinate the Office Management team; (1,2 fte)

Requirements

You are an experienced Office Manager or Senior Management Assistant who is comfortable working closely with executives and senior leadership. You bring maturity, sound judgement, and the confidence to know when to support, challenge, coordinate, or simply listen. You are able to anticipate needs, identify risks, and help keep priorities on track in a dynamic environment.

At the same time, you enjoy being hands-on. This is not a purely strategic or advisory position. Success in this role comes from being equally comfortable discussing priorities with the Executive Team in one moment and arranging travel, coordinating visitors, resolving facility issues, or organising company events in the next.

You are approachable, kind, and respectful to everyone in the organisation. You enjoy connecting with people at every level and create an environment where colleagues feel welcome to ask for help or support.

To be successful in this role, you bring:

• At least 5 years of experience as an Office Manager, Executive Assistant, or Senior Management Assistant supporting senior leaders.
• A strong understanding of executive dynamics, priorities, and decision-making.
• Excellent judgement, discretion, and the ability to handle confidential information with the highest level of professionalism.
• A proactive and structured approach to managing calendars, meetings, travel, communications, and executive priorities.
• The flexibility to balance strategic support and coordination with operational execution. You enjoy both thinking ahead and rolling up your sleeves to get things done.
• Strong organisational skills and the ability to manage multiple priorities in a fast-paced environment.
• Fluency in Dutch and English, both spoken and written. You will work with international colleagues and interact with suppliers, partners, and stakeholders around the world.
• Availability of at least 32 hours per week, with a minimum of 80% onsite presence.

Working in a scale-up is a personal and professional challenge. You will find the working environment stimulating and it will train you for progress and growth.

Working in a scale-up

SMART Photonics is not a traditional corporate environment.

We are building and scaling a high-tech organisation with ambitious international growth plans. Processes continue to evolve as the company grows. Priorities can shift quickly and unexpected challenges will arise.

This means that no two days are the same. One day you may be supporting executive planning and preparing leadership meetings; the next you may be coordinating visitors, solving practical office challenges, or helping organise a company-wide event. We are looking for someone who enjoys this variety and takes pride in making both the strategic and operational side of the business run smoothly.

What we offer

This is an opportunity to play a central role in one of Europe's most ambitious photonics scale-ups.

You will work closely with the Executive Team, gain broad exposure across the organisation, and have a visible impact on both the effectiveness of our leadership team and the day-to-day experience of our employees and visitors.