Office Manager/Executive Assistant

Wendover Development Limited; Rotterdam; Hybrid; EUR 42,000 - 64,000; Full time

Job summary

Wendover is hiring for an office manager & executive assistant based in our Rotterdam office. This pivotal role supports our design principals and the wider team to ensure the studio delivers design excellence while operating smoothly and productively.

Responsibilities include calendar management for the Design Principal, arranging meetings and travel, coordinating HR tasks, managing office IT, and overseeing invoices, payroll paperwork, and supplier relations.

Qualifications

• 3–5 years of executive assistant/office administration experience.
• Proactive problem-solver.
• Polite, friendly, diplomatic, and discrete.
• Experience with Mac and PC office IT and software systems (Teams, Zoom, Google Suite).
• Xero experience preferred but not required.

Responsibilities

• EA for Wendover Studio’s Design Principal: manage calendar, coordinate meetings and travel, and perform a broad range of administrative tasks including server/document organization and basic project coordination.
• HR & staff management, CPD planning for Rotterdam & London teams.
• Store and organize job applications and coordinate team meetings.
• Induction/onboarding docs, performance reviews, and offboarding procedures.
• Update contracts and renewals; manage shared calendar and office supplies.
• Coordinate payroll documentation and approvals; prepare Rotterdam payroll draft and check London payroll submissions.

Skills

Proactive problem-solver

Diplomatic

Discrete

Team coordination

Tools

Microsoft Teams

Zoom

Google Suite

Xero

Basecone

Job description

Wendover is hiring for an office manager & executive assistant based our Rotterdam office. This is an important role for the office, essential for the practical and cultural operation of our team, responsible for supporting our design principals and each team member to ensure that Studio can continue to deliver design excellence while operating smoothly and productively.

Requirements:

• Min 3-5 years of personal/executive assistant/office administration experience
• Proactive problem-solver
• Polite, friendly, diplomatic, and discrete
• Knowledgable of and comfortable/nimble with common office IT and software systems – both Mac and PC, Microsoft Teams, Zoom, Google Suite, etc.
• Some experience with Xero preferred but not necessary
• Full time role in Rotterdam, in-office at least 4 days/week

Responsibilities:

• EA for Wendover Studio’s Design Principal, managing his calendar, coordinating meetings and travel on his behalf, and undertaking a wide range of administrative tasks on his behalf, including managing server and documentorganization, document execution, basic project coordination, and coordinating personal travel and personal household staff where necessary
• General HR & staff management, CPD Planning for Rotterdam & London teams
• Storing job applications
• Coordinate and manage team meetings where appropriate
• Induction and onboarding documents, regular staff performance reviews; offboarding procedures for leavers
• Checking contracts renewals, amendments
• Update shared calendar (holidays, absences, travel)
• Managing Rotterdam office supplies and snacks; coordinating with London Office Manager to ensure that London team has all necessary supplies
• Continuing Professional Development planning
• Basic IT support & coordination (laptops, logins, basic troubleshooting)
• Basic Studio-wide accounting tasks and expense management
• Reconcile invoices and expenses
• Upload receipts to Basecone (BV)
• Coordinate payroll documentation and approvals
• Prepare Rotterdam office payroll draft and check London payroll submissions
• Follow up with accountants on payments, invoices, or pending issues
• Track software subscriptions and renewals
• Organize business travel for staff
• Maintain office handbook
• Check and issue payroll and issue payslips monthly