Executive Assistant

Executive Assistant

Date: Aug 29, 2024

About AkzoNobel

Since 1792, we’ve been supplying the innovative paints and coatings that help to color people’s lives and protect what matters most. Our world class portfolio of brands – including Dulux, International, Sikkens and Interpon – is trusted by customers around the globe. We’re active in more than 150 countries and use our expertise to sustain and enhance the fabric of everyday life. Because we believe every surface is an opportunity. It’s what you’d expect from a pioneering and long-established paints company that’s dedicated to providing sustainable solutions and preserving the best of what we have today – while creating an even better tomorrow. Let’s paint the future together.

Key Responsibilities

Office Management:

1. Monitor and oversee the agenda and calendar, including recurring meetings, while aligning functional and corporate schedules.
2. Create and process expense reports.
3. Manage email, regular mail, and other correspondence.
4. Assist with the onboarding and offboarding of colleagues.
5. Serve as the primary internal contact for Facilities and IT.
6. Manage and coordinate Projects’ Time Management & Training logistics.
7. Manage & maintain Team Sharepoint.

Meetings and Events:

1. Prepare virtual and in-person meetings, ensuring relevant documentation, IT, and facility requirements are in place, and manage agendas and participant lists.
2. Organize and attend team meetings, workshops, conferences, and off-sites, supporting program planning and action follow-up.
3. Handle visitor reception, provide them with necessary information, and introduce them to relevant team members.

Travel Coordination:

1. Organize business trips from start to finish, including visa arrangements, air and train reservations, hotel bookings, and restaurant reservations.
2. Manage the team’s travel wallet budget.

Level of Autonomy:

1. Exercise independent decision-making under pressure to meet deadlines.
2. Efficiently share information with the leadership team and prioritize a dynamic workload with minimal supervision.

Job Requirements

1. Secretarial/Management Assistant qualification or Bachelor’s Degree, or equivalent.
2. Minimum of 5 years of professional experience as a management assistant, preferably in an international corporate environment.
3. Full-time availability with flexibility to work outside standard hours when necessary.
4. Strong oral, written, and interpersonal communication skills to effectively engage with all levels of the organization (English proficiency required; Dutch preferred).
5. Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, SharePoint); experience with SAP, SRM, Concur is preferred.
6. Ability to maintain a high level of confidentiality and handle sensitive information with discretion.
7. Demonstrated basic project management skills to organize tasks and ensure follow-through on actions.
8. A proactive, open, approachable, and helpful team player, capable of working inclusively and supportively.
9. Strong customer service orientation with an acute attention to detail.

This role requires a highly organized individual who is capable of managing multiple priorities, maintaining a smooth, efficient office environment, and providing critical support to the leadership team.

Key Activities

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At AkzoNobel we are highly committed to ensuring an inclusive and respectful workplace where all employees can be their best self. We strive to embrace diversity in a context of tolerance. Our talent acquisition process plays an integral part in this journey, as setting the foundations for a diverse environment. For this reason we train and educate on the implications of our Unconscious Bias in order for our TA and hiring managers to be mindful of them and take corrective actions when applicable. In our organization, all qualified applicants receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age or disability.