Management Office Assistant

Job description

The department of Mathematics & Computer Science (M&CS) is looking for a Management Assistant for the Board secretariat. As a Management Assistant for the Board Secretariat, you will play a critical role in supporting the smooth functioning of the board and office operations within the department. You will act as the primary point of contact for board members and take on various responsibilities to ensure effective coordination and communication. Your duties will require a high level of organization, discretion, and proactivity.

These include:

• Serving as the primary point of contact for board members, providing comprehensive secretarial support to the board and office (HR, finance, facility services, policy, communication, PDO). This includes scheduling meetings, reserving rooms, placing purchase orders and handling tasks like arranging flowers, gifts, and thank-you notes;
• Preparing, organizing and reporting meetings and organizing the Department Dialogue, as well as monitoring and following up on action points;
• Point of contact for facility, logistics and practical support for employees, guests and students with questions about entering and leaving employment, room reservations, organization of social activities, etc.;
• Calendar management for the managing director, vise-dean and assistant director;
• Coordinating department-wide secretarial meetings, including preparing agendas and taking minutes. Additionally, organizing the Secretary's Day, scheduling informal coffee moments, and sharing relevant information with other secretaries;
• Planning and organizing social events for the department and office, such as barbecues, Christmas drinks, and outings;
• Managing the Standing BAC promotion process, ensuring smooth coordination for employees going up for promotion;
• Supporting the Departmental Council by preparing meeting agendas and taking minutes;
• Offering practical support on matters like office furniture arrangements or assisting during internal relocations.

Job requirements

following points:

• Secretarial or administrative education and thinking level at least HBO level and have relevant work experience at board level;
• You are accurate, representative, discrete, reliable and communicative;
• Organizational and supportive, stress-resistant and solution-oriented, think along and shift gears quickly;
• Extensive experience working with MS Office (calendar management via Outlook, Word, PowerPoint, SharePoint, Excel);
• Affinity with and knowledge of the primary target groups: (TU/e) students and scientists;
• You communicate effectively in both fluent (business) English and Dutch, orally and in writing;
• You are able to build positive relationships with the board and management, colleagues and relations at all levels of the organization;
• You are a team player with a presentable approach and a hospitality mentality; working in an occasionally hectic office environment energizes you;
• You are a proactive and enthusiastic person, willing to take initiative. You feel comfortable in an administrative and international environment and know how to prioritize under pressure;
• You do not get stressed by a hectic environment where ad hoc appointments and activities frequently take place;
• You enjoy working with different stakeholders;
• You are open to new developments and changes and make recommendations for improving the further professionalization of our management support organization.

If you are concerned that you don’t meet all the requirements sufficiently, but the job does excite you, then be sure to respond, we would love to look at your profile.

Conditions of employment

An exciting position within an international yet personal university. You are right in the middle of the students, on a green campus within walking distance of the central station. Besides beautiful architecture, you will find varied workplaces and excellent sports facilities. We also offer you:

• A monthly salary of minimum €2.793 to maximum €3.771 for full-time employment, depending on your knowledge and experience (scale 7 collective labour agreement for Dutch Universities).
• In addition to vacation pay, a structural end-of-year bonus of 8.3%.
• A favorable arrangement for more holidays or a sabbatical.
• A selection model for additional fringe benefits.
• Working hours in consultation for an optimal work-life balance.
• Scope for your talent with advancement prospects and excellent development opportunities such as mentoring, workshops and coaching.
• Partially paid parental leave and reimbursement for commuting expenses, working from home and the internet.
• A generous employer contribution to the favorable ABP pension plan.

Here you can discover even more information about our conditions of employment. Build on your career at TU/e!

Information and application

About TU/e

TU/e is a leading international university that educates engineers of the future and pushes the boundaries of science and technology for a better world. An international community of close to 7,000 employees and 13,000 students work and study on the vibrant and inspiring campus.

More information

Do you recognize yourself in this profile and would you like to have more information about the position, please contact the hiring manager: Manon van Leeuwen, email m.c.j.v.leeuwen@tue.nl.

For questions about the application process or the conditions of employment, please contact Sharon de Groot – Stöver, HR Advisor, s.m.j.h.d.groot.stover@tue.nl or +31 40 247 2480.

Are you inspired and would like to know more about working at TU/e? Please visit our career page.

Application

If you are interested, please use the ‘apply’ button to send us your CV and letter of application with your motivation and a description of your qualifications.

Screening of candidates begins as soon as applications are received and continues until the position is filled. Where applicable, internal candidates will be given priority over external candidates where they are equally suitable.

We look forward to receiving your application!