Office Management
* Ensure smooth daily office operations: supplies, IT coordination, food & beverages, subscriptions, and handling of mail & courier services.
* Manage shipments and logistics for small projects; support larger production scheduling and documentation in collaboration with the Production Manager.
* Organise bi-weekly and monthly team meetings, prepare agendas, and follow up on action points.
* Coordinate travel and accommodation for team members, optimising for cost and efficiency.
* Act as the first point of contact for general external enquiries.
Executive Support to CEO & Leadership TeamCalendar & Prioritisation
* Proactively manage the CEO's agenda, safeguard focus time, and ensure alignment with strategic priorities.
* Coordinate travel arrangements and act as a trusted gatekeeper.
Board & Investor Support
* Prepare board materials and investor documentation.
* Support agenda-setting, logistics, and pre-read coordination to allow the CEO to focus on strategic discussions.
Communication & Documentation
* Draft professional correspondence, prepare presentations, and structure briefing notes for key meetings with investors, partners, and regulators.
* Track follow-up actions to ensure seamless execution.
Cross-Functional Support
* Assist the CFO with invoice preparation, payment workflows, grant/subsidy documentation, and formatting of financial materials.
* Support the CTO/COO with procurement processes, supplier documentation, technical meeting scheduling, and project reporting.
Wellbeing & Efficiency
* Help protect the CEO's time, energy, and wellbeing by structuring schedules that allow space for deep work, health routines, and recovery.
* A discreet, trustworthy, and reliable team player.
* Experienced in fast-paced environments with the ability to manage multiple priorities calmly and efficiently.
* Excellent organisational, calendar, and travel management skills.
* Strong written and verbal communication abilities; capable of producing polished professional materials.
* Fluent in English, Dutch, and French (additional languages such as German or Spanish are a plus).
* Proactive, empathetic, and solution-driven, you anticipate needs before they arise.
* minimum 3 years' experiences as an Executive Assistant, Office Manager, or similar role.
* An attractive compensation package with flexible working hours and extra-legal benefits.
* A central and meaningful role directly contributing to the efficiency of the leadership team.
* A dynamic, international, and purpose-driven team environment.
* An inclusive workplace that values diverse backgrounds, perspectives, and experiences.