Temporary Administrative Assistant

Qabird; Den Haag; On-site; EUR 30,634 - 41,972; Part time

Job summary

Van Leer Foundation in The Hague, NL, seeks a Temporary Administrative Assistant to support the Fellowship Programme and its Director. The role includes coordinating retreats, study visits, and meetings, plus handling information management and expense documentation.

4 days a week, hybrid in-office presence in The Hague. Candidate should have 3+ years of admin experience, excellent English, and strong organizational skills.

Qualifications

• 3+ years of experience in administration, operations, hospitality, event management, or a similar role.
• Highly structured, organized, and detail-oriented, with strong follow-through and ability to manage multiple priorities.
• Strong interpersonal skills and a service-oriented mindset, with an interest in community building.
• Fast learner, creative, and able to contribute ideas while adapting to a dynamic environment.
• Experience working with diverse stakeholders across cultures, sectors, and professional backgrounds. Previous experience working with leaders is an advantage.
• Excellent English communication skills; additional languages are an advantage.
• Comfortable with digital collaboration tools and information management systems.

Responsibilities

• Support to the Fellowship Programme: Coordinate logistics for retreats and study visits, liaise with venues, and manage on-site hospitality.
• Scheduling and coordination: Organize meetings, interviews, cohort sessions, and meetings with mentors and stakeholders.
• Information management: Maintain systems for fellowship information and records in Teams.
• Activity tracking: Maintain the fellowship activity tracker and assist with milestones.
• Operational support: Process invoices, claims, and expense documentation.
• Management support to the Director People & Culture: Maintain agenda and travel itineraries; assist with claims.
• Administrative support to the Communications Team: Assist with events, shipping and logistics.
• General administration: Team support and backup during holidays.

Skills

Excellent English

Interpersonal skills

Organized

Stakeholder management

Fast learner

Digital tools

Tools

Teams

Job description

Overview

Position: Temporary Administrative Assistant

Team: Executive Office

Reports to: Manager Van Leer Fellowship

Employment type: Temporary contract, 4 days per week

Based in: The Hague, The Netherlands; at least 2 days in office

Salary range: Korn Ferry Level 11 (2,745-3,761 EUR gross monthly)

Dates: 31 August to 31 December

The Position

This temporary role provides administrative support to the Fellowship Programme and its Manager, ensuring the smooth planning, delivery, and follow-up of programme activities. The position is responsible for giving logistical support to retreats and study visits, coordinating schedules and communications with fellows and key stakeholders, and maintaining structured information systems and activity tracking. In addition, the position provides administrative support to the Director People & Culture and the Communications Team.

Principal Responsibilities and Tasks

• Support to the Fellowship Programme
  • Retreats and study visit logistics: Coordinate logistics, liaise with retreat venue, and on-site hospitality to ensure a smooth fellow experience
  • Scheduling and coordination: Coordinate scheduling of Fellowship-related meetings, including candidate interviews, fellow check-ins, virtual cohort sessions, and meetings with mentors, speakers, and other stakeholders
  • Information management and record keeping: Maintain an efficient system for organizing fellowship information, documents, records, and resources in Teams, ensuring easy access, consistency, and continuity for internal purposes and fellows
  • Activity tracking: Maintain the fellowship activity tracker and support timely coordination of key milestones and deliverables
  • Operational support: Support the financial administration of Fellowship activities, including processing invoices, claims, and expense documentation for programme delivery

• Management support to the Director People & Culture
  • Maintain agenda including scheduling phone calls and meetings
  • Prepare travel itineraries and documentation for travel visas (in close collaboration with Travel & Events Officer)
  • Process management claims and expenses
  • Support for Bookclub

• Administrative support to the Communications Team
  • Support with events, shipping and logistics

• General administration: Contribute to the Assistants team with administrative tasks, office support, and provide backup during holidays and absences.

Professional contacts

Inside the Foundation: Fellowship Manager, Director P&C, Head of Communications, Assistants team

Outside the Foundation: External venues and providers

Qualifications, Skills and Competencies

• 3+ years of experience in administration, operations, hospitality, event management, or a similar role.
• Highly structured, organized, and detail-oriented, with strong follow-through and ability to manage multiple priorities.
• Strong interpersonal skills and a service-oriented mindset, with an interest in community building.
• Fast learner, creative, and able to contribute ideas while adapting to a dynamic environment.
• Experience working with diverse stakeholders across cultures, sectors, and professional backgrounds. Previous experience working with leaders is an advantage.
• Excellent English communication skills; additional languages are an advantage.
• Comfortable with digital collaboration tools and information management systems.

Van Leer Foundation Competencies: Teamwork, Learning ability, Result-oriented

Job Specific Competencies: Adaptability, Organisation of own work, Problem solving

About the Van Leer Foundation

The Foundation aims to contribute to inclusive societies where all children and communities can flourish. We do this by bringing people together with different perspectives and supporting them to achieve large-scale impact. Our work covers three main activities:

A Good Start. Giving all children a good start in life sets the foundation for inclusive societies. Through our flagship programme on early childhood development, we work globally to improve the wellbeing of babies, toddlers, and their caregivers. We provide investment and knowledge to help leaders develop and scale effective policies and services.

Van Leer Institutions. We believe the human sciences and the arts are powerful tools to promote inclusive societies because they can help make space for divergent views and mutual understanding. This underpins our support for the Van Leer Jerusalem Institute and Jerusalem Film Center. We support both through recurring annual grants.

The Endowment. We rely on our endowment to finance our philanthropic activities and do not raise funds. The endowment invests in a highly diversified portfolio of public market equity and debt and has a substantial allocation to private equity. The full portfolio is screened to meet ESG criteria. We also have an allocation for mission-related investments (MRI) through which we invest in funds aligned with the UN Sustainable Development Goals closest to our work on early childhood development.

Our team consists of 40+ professionals representing more than 20 nationalities. We have offices in Brazil, India, Israel, Jordan, and the Netherlands. The team has a wide array of expertise including in early childhood development, urban planning, effective philanthropy, public policy, executive education, monitoring and evaluation, advocacy, strategic communications, impact investing and financial management.

Application

If you are interested in this position, please send your CV and motivation letter to [e-mail] before 27 July 23:00 CET.

Applications from outside the EU or without a valid existing work permit for The Netherlands will not be considered.

If you have any questions about the role or the application process, please contact [e-mail].