Personal Assistant to the General Manager & Office / Facility Manager Benelux
Job Purpose
Our Purpose We believe in unlocking the potential of people’s lives — whether they are patients regaining confidence, customers delivering care, or employees driving innovation. Every action we take contributes to helping people smile again. In this role you will play a critical part in enabling this mission by supporting the leadership that makes it all possible.
The Personal Assistant to the General Manager & Office / Facility Manager Benelux ensures that the daily operations of the Benelux offices run smoothly, professionally and efficiently.
The role combines administrative and secretarial support for the General Manager with office and facility management responsibilities across the Netherlands and Belgium. This includes agenda management, meeting preparation, taking minutes during Leadership Team meetings, travel coordination, visitor reception, office services and facility coordination.
By ensuring structure, continuity and operational excellence, this role enables the General Manager and employees to focus on their core responsibilities without unnecessary interruptions. The position also contributes to a professional, welcoming and well-organized company image for employees, clients and external partners.
This position requires a discreet, detail-oriented, and proactive individual who thrives in a dynamic, international environment and can act as a true partner to the Country Manager. You’ll sit at the heart of our regional leadership team, helping to shape how we work together and deliver on our purpose.
Main Tasks and Responsibilities
1. Personal Assistant / Administrative & Secretarial Support (30%)
- Provide professional and proactive support to the General Manager, including agenda management, appointment planning, email coordination and follow-up.
- Prepare, organize and support Leadership Team meetings, including agenda preparation, meeting minutes, action tracking and follow-up.
- Coordinate internal and external meetings, ensuring all relevant materials, rooms, catering and logistics are arranged.
- Book business travel, hotels and transport for employees in the Netherlands and Belgium.
- Receive, register and distribute incoming correspondence for the Netherlands office.
- Welcome visitors in a professional manner and notify the relevant colleague upon arrival.
- Organize catering for meetings and ensure a professional presentation.
- Support the preparation and on-site coordination of events, congresses and internal meetings in the Netherlands and Belgium.
- Proactively identify and suggest process improvements to increase efficiency, quality and employee experience.
- Handle confidential information with discretion and professionalism.
2. Office & Facility Management (50%)
- Act as the main point of contact for building maintenance and facility-related matters in the Netherlands and Belgium.
- Ensure that all common areas, meeting rooms and office spaces are well maintained, professional and fully operational.
- Manage relationships with external service providers, such as cleaning, maintenance, catering and facility suppliers.
- Explore new suppliers or solutions when needed to ensure operational continuity and cost efficiency.
- Manage building access control for employees, visitors and external partners.
- Coordinate the procurement and stock management of office supplies.
- Procure and allocate office furniture and ensure appropriate workplace set-up.
- Manage the company car fleet for the Netherlands and Belgium.
- Manage and monitor the back-office budget, ensuring cost awareness and accurate follow-up.
3. IT, Telephony & Office Equipment Coordination (20%)
- Coordinate IT-related office matters, including hardware procurement, onboarding set-ups, printers, copiers and basic network-related support.
- Maintain an up-to-date inventory of IT hardware and office equipment.
- Coordinate mobile and fixed telephony, including hardware, contracts, subscriptions and network-related matters.
- Act as the local point of contact between employees, external IT suppliers and internal IT support where needed.
Requirements
Education & Experience
- Bachelor’s level of working and thinking, equivalent to HBO level.
- 3–4 years of experience in a similar PA, office management, facility management or administrative support role.
- Excellent command of Dutch and English, both spoken and written.
- Knowledge of French is a strong advantage.
- Good knowledge of Microsoft Office.
- Experience with SAP is preferred.
Competencies
- Strong communication and interpersonal skills.
- Professional, service-oriented and representative attitude.
- Highly organized, structured and detail-oriented.
- Strong planning and coordination skills.
- Able to manage multiple priorities while maintaining oversight.
- Stress-resistant and calm under pressure.
- Problem-solving mindset with a pragmatic and hands-on approach.
- Proactive self-starter who takes ownership and initiative.
- Able to work independently without close supervision.
- Comfortable working in a dynamic and changing environment.
- Able to influence, engage and collaborate with colleagues and external partners.
- Flexible, versatile and committed to high-quality support.
Travel Requirements
This role requires regular travel between the offices in the Netherlands and Belgium. Travelling and staying overnight at least once per week may be required to support both locations effectively.
Reporting Line
The Personal Assistant to the General Manager & Office / Facility Manager Benelux reports directly to the General Manager Benelux.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or disability.
