Office Manager & Executive Assistant

New Balance Athletic Shoe, Inc.
Voltijd Volledige dag
Amsterdam
Overview:

Are you an exceptional Office Manager/Executive Assistant? New Balance are looking for someone to provide an great support service to our Amsterdam office for all things office related (75% of the role). In addition, you will support the EMEA SVP and other members of the EMEA Leadership Team (25% of the role). We would love to hear from you if you feel you can add value to our team!
Responsibilities:

Executive Support

  • Diary management

  • Travel booking

  • Organising meetings

  • Preparing documentation such as letters and presentations

  • Ad hoc administration

Facilities

  • Day to day management of all services related to operating the office

  • Monitoring facilities budget and tendering for services as needed

  • Maintaining and programming heating, alarms, lighting, air con

  • Manage any outside storage requirements

  • Organising internal office moves

  • Ensuring provision of office consumables - tea, coffee, stationery, coffee machine, franking machine, business cards

Health & Safety

  • Ensure all Health & Safety regulations are in place and monitored for the office and remote workers

Reception

  • Ensure a professional, friendly, brand focused reception and hosting service to any visitors

Meetings and Travel

  • Support associates with their travel bookings

  • Ensure Travel policy guidelines are adhered to

  • Co-ordination of group travel for conferences and meetings

  • Organising large company meetings/events

  • Providing visa letters for associates as needed

  • Ensuring a professional taxi service provided for associates and visitors

  • Ensure Showrooms/meeting rooms are fit for purpose at all times

  • Arranging catering for onsite meetings

Support

  • Provide support to local management team as required

  • Managing company car fleet - ordering, adhering to policy, dealing with fines, carpooling, providing info for payroll

  • IT liaison with UK office

Security

  • Manage key holder process and ensure keyholders comply with their obligations

  • Responsibility for ensuring the building is secure

  • Ensure all third-party contractors sign confidentiality agreements and undertake their own risk assessments and have their own insurance

Qualifications:
  • Proven experience in Office/Facilities Management and Executive Assistant roles

  • System literate - high level of skill in MS Office

  • High level of verbal reasoning ability and use of English language written and verbal

  • Awareness of health and safety requirements

  • Confident self-starter: ability to use initiative, work independently, prioritise quickly and respond to issues in a calm manner

  • Strong interpersonal skills: ability to build good working relationships with others

  • Effective communication skills: verbal and written with an engaging communication style but able to be assertive and firm when necessary

  • Results driven: follows through to conclusion on all projects/commitments to agreed deadlines; highly proactive approach with exceptional planning and organisational skills

  • Continuous improvement/lifelong learning mindset

  • Upholds the core values of Teamwork, Integrity and Total Customer Satisfaction

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