The Assistant, Global Office serves as the central point of contact for all office-related operations within the Global Office. This role ensures smooth functioning of facilities, travel arrangements, and administrative support for different stakeholders within the Global Office, and support with HR tasks, contributing to an efficient and welcoming work environment.
Key accountabilities
Performance and progress in the following areas will be the priorities for this position:
Office & Facilities Management
* Coordinate building maintenance and liaise with external service providers (cleaning, HVAC, plant care, building manager, etc).
* Manage technical systems including charging stations, alarm systems, and access control.
* Oversee parking and badge systems (dedicated supplier app) and ensure secure building access.
* Supplies & Equipment
* Maintain stock of office supplies and place orders via approved vendors (office suppliers).
* Manage coffee machine service and supply (via supplier).
* Set up printer profiles and assist with IT-related office equipment needs.
* Travel & Accommodation
* Arrange flights and hotel bookings for staff and visitors through travel agency or dedicated platform.
* Negotiate annual hotel rates and handle travel changes or cancellations.
Logistics & Mail
* Coordinate courier services (dedicated supplier) and manage incoming/outgoing mail.
* Monitor 3 mailboxes
* Process company credit card transactions for office-related expenses.
* Handle minor IT orders on behalf of the IT Department.
* Handle ad hoc requests from colleagues.
Additional Duties
* Visitor Management & Emergency Tracking
* Maintain visitor registration and ensure compliance with privacy and audit requirements.
* Support emergency evacuation tracking and system improvements.
* Event & Catering Coordination (for small internal meetings)
* Organize internal events and manage catering for meetings and staff gatherings.
* Onboarding Support
* Prepare access badges, parking permissions, and office essentials for new joiners.
* Ensure new joiners abroad get their IT equipment on time (liaise with HR/IT).
Qualifications and experience
* Strong organizational and multitasking abilities.
* Excellent communication and interpersonal skills.
* Proficiency in office systems and vendor management.
* Attention to detail and problem-solving mindset.
* Good knowledge of ENG/NL/FR