Executive Assistant

Russell Tobin; Noord-Holland; On-site; EUR 34,000 - 52,000; Full time

Job summary

Russell Tobin is seeking an Administrative Scheduling Coordinator/Executive Assistant in the Netherlands. The role is remote with overlap to US hours and requires working CET 12:00–20:00.

It is a long-term contract, 40 hours per week, supporting executives with calendar, travel and expense management. Ideal candidates will have 3–6 years of admin and executive support experience, strong calendar coordination, and the ability to handle cross-functional scheduling.

Qualifications

• 3–6 years of Administrative/Executive support experience.
• Experience supporting executives with calendar, travel and expense management.
• Ability to manage complex schedules and cross-functional coordination.

Responsibilities

• Maintain and audit executive calendars, ensuring meetings have correct context, links, and color coding.
• Plan and coordinate travel arrangements, with approvals and cost control.
• Coordinate meetings (internal and external), including logistics and attendee management.
• Track and report expenses, verify receipts, and enforce budget guidelines.
• Support overall executive administration to enable efficient operations.

Skills

Administrative experience

Executive support

Calendar management

Travel coordination

Expense management

Communication

Job description

We are very urgently looking for Administrative Scheduling Coordinator/ Executive Assistant for one of my clients in Netherlands.

Mode – Remote, but overlapping with US working hours

Timing - Must be able to work from 12:00 – 20:00 CET

Location - Netherlands

Type - Contract - Long Term – 40 hrs a week

Mandatory: 3–6 years Max

MUST HAVE: Administrative / executive support experience

Strong experience supporting executives with:

Calendar Maintenance

• Checking meeting attendance
• Checking meeting rooms - the right size & locations
• Ensure meeting context and/or links/attachments are in calendar entry: regardless of mtg owner
• Appropriately color code meetings

Calendar Audit & Optimization

• Audit current state of calendar (assessing allocation of time)
• Suggestion & execution of calendar clean up based on the audit
• Creation of Meeting Spreadsheet analysis to form recommendation to review with exec/client.
• Implement meeting tracker to organize recurring meetings
• Implementation of calendar color code
• May be requested audit calendar every 3 months

Calendar Coordination

• Meeting Creation (simple, straightforward meetings); may work with ABPs or cross‑functional partners to schedule. Responsible for getting meeting on calendar with right settings for internal/external
• Complex meetings Creation (may involve x‑functional execs & partners) or Internal/external
• Allocating reserved blocked time for focus/work/checking e‑mail

Travel Planning & Coordination

• Collaborate with executives to understand travel preferences, requirements and itineraries.
• Research and book flights, accommodations, ground transportation and other travel related services.
• Coordinate travel with agencies, hotels and other service providers to secure the best rates and ensure smooth travel.
• Handle last minute changes or unexpected circumstances such as flight cancellations or rescheduling and provide appropriate alternatives.

Expense Management

• Collect and review expense reports submitted by the executive, ensuring compliance with company policies and guidelines.
• Verify receipts, invoices, and other supporting documents to ensure accurate and complete expense reporting.
• Monitor and control expenses within established budget