Office Coordinator/Administrative Assistant
Amsterdam

Job Reference: AMS-IH&N-08806

Location: Amsterdam

Closing Date: 11/02/2020

Department: IM - Health & Nutrition - Central

Division: Informa Markets

The Role

 
   

 

The Office Coordinator/Administrative Assistant is primarily responsible for providing regional level administrative support to Amsterdam office. They must have a professional and energetic approach as well as good time management skills and the ability to multitask.

 

Job Summary/Responsibilities

 
   

 

  • Provide administrative support to include but not limited to answering phones, greeting and welcoming visitors, directing and announcing them appropriately.
  • Receive and sort daily mail/deliveries/couriers. Notify employees when they receive deliveries.
  • Maintain security by following procedures and controlling access (monitor logbook, issue visitor badges).
  • Be a part of processing new employee onboarding and other information in regards to the Amsterdam office, log in employees who call in sick.
  • Maintain a tidy office by ensuring that kitchen area is clean (clean out refrigerators regularly, ensure that coffee supplies are adequate, etc.).
  • Cooperate with building property managers to solve issues relating to service requests, upkeep of facilities, attend building tenant meetings on behalf of the Facility Manager, and other general duties.
  • Support the other office coordinator in maintaining office supplies and other duties as directed by the line manager, with processing ingoing and outgoing correspondence or deliveries.
  • Process purchase orders and expense reports in Oracle.
  • Coordinate with Executive Assistants on events, needs, and other duties relating to the Senior Management.
  • Work closely with the Executive Assistant/Facilities Manager on a host of activities as necessary or they arise.
  • Take responsibility for small tasks in the absence of the Executive Assistant.
  • Send out office-wide announcements, correspondence, news, and other policies as they are designed and approved.
  • Assist employees and executive teams with booking, managing, and mediating meeting room calendars, ordering lunch and other needs for specific events and meetings.
  • Perform other related during as required or requested.

 

Qualities needed for the role

 
   

 

  • Excellent oral and written communication skills in Dutch and English.
  • Proven multi-tasking capability and solid organizational skills, work with minimal supervision.
  • Solutions driven and can-do attitude.
  • Strong computer skills to include; Microsoft Word, Outlook, PowerPoint and Excel.
  • Discretion when dealing with confidential information.

 

Qualities needed for culture fit

 
   

 

  • Ability to interact professionally with people from different cultures and at all levels in the organization.
  • Creative thinking with ability to partner/collaborate with others in the office.

Skills required

 
   

 

  • Demonstrable experience within an administrative assistant role of similar.

 

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