Personal Travel & Operations Assistant

OMA; Rotterdam; On-site; EUR 40,000 - 60,000; Full time

Job summary

An international architectural firm based in Rotterdam seeks a proficient Travel & Operations Assistant to support the Founding Partner. The ideal candidate will manage travel arrangements, coordinate schedules, and provide logistical support while demonstrating excellent communication skills in Dutch and English. This role involves handling shifting priorities in a fast-paced environment. Availability for after-hours travel planning is required.

Qualifications

• Minimum 5 years of experience in a similar role, ideally supporting a high-profile executive.
• Fluent in Dutch and English (spoken and written); additional languages are a plus.
• Availability to support travel planning outside regular business hours.

Responsibilities

• Organize and book all travel arrangements including flights, hotels, and transfers.
• Manage the Partner's professional and private calendar.
• Handle correspondence and maintain records with discretion.
• Coordinate travel logistics for collaborators and project teams.
• Assist with general administrative logistics.

Skills

Excellent communication skills

Agility

Proactivity

Attention to detail

Ability to manage shifting priorities

Service-minded

Tools

Microsoft Office Suite

Job description

Overview

OMA’s Rotterdam office is seeking a Travel & Operations Assistant to support our Founding Partner, working in close collaboration with his Executive Assistant. This role is centered around the planning and coordination of complex international travel, as well as providing essential logistical support to facilitate the Partner’s dynamic and high-volume schedule.

The ideal candidate is agile, proactive, and detail-oriented, with excellent communication skills and the ability to anticipate needs, respond quickly to changing circumstances, and ensure seamless coordination in a fast-paced, international environment.

Responsibilities

Travel Coordination

Travel is a core component of the role. The candidate must be confident navigating complex and unpredictable itineraries:

• Prepare travel options and alternative routes for discussion with the Partner.
• Organize and book all travel arrangements, including flights, trains, cars, hotels, visas, and airport transfers.
• Manage all travel-related documentation and paperwork.
• Anticipate and handle last-minute changes, disruptions, or adjustments before and during travel.
• Coordinate travel logistics for collaborators, project teams, or other individuals accompanying the Partner.
• Provide timely updates and maintain clear communication with the Executive Assistant and wider support team.

Daily Support Tasks

The nature and rhythm of tasks will vary depending on the Partner’s travel schedule, and require prioritizing and coordination with the Executive Assistant:

• Manage the Partner’s professional and private calendar, including scheduling and planning meetings.
• Handle correspondence and maintain accurate records with discretion.
• Liaise with OMA’s internal teams—including project leaders, communications, finance, and the secretariat—for streamlined coordination.
• Organize internal and external meetings and appointments.
• Coordinate daily catering in collaboration with Facility staff.
• Review and reconcile expenses in cooperation with the Finance Department.
• Assist with general administrative logistics, including matters related to the Legal Department or other Partners’ offices.
• Support additional duties as required, maintaining a high level of professionalism and reliability.

Qualifications

• Minimum 5 years of experience in a similar role, ideally supporting a high-profile executive in a fast-paced, international setting.
• Proven ability to manage complex, multi-stop international travel.
• Availability to support travel planning outside regular business hours, when necessary.
• Ability to manage shifting priorities calmly, independently, and with accuracy.
• Service-minded, discreet, and dependable; comfortable working in a high-profile, high-responsibility environment.
• Fluent in Dutch and English (spoken and written); additional languages are a plus.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Must be eligible to work in the Netherlands.