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Executive Assistant



Delft, Netherlands
Posted on Tuesday, May 21, 2024
Your mission
As an Executive Assistant, you will play a vital role in supporting our Executive team through effective calendar and email management, proactive meeting planning, and efficient travel coordination. You will independently handle key actions, ensure seamless travel and expense processes, and support project management tasks. Your role includes managing communications, facilitating high-stakes visits, and assisting with event planning. You will liaise with various stakeholders, prepare meeting agendas, and ensure timely follow-up on actions and decisions. Your innovative approach and strong organizational skills will enhance collaboration across the organization. You will report directly to the Head of People.

Your role & responsibilities:
Calendar and Email management
  • Proactively plan and organize meetings, book rooms, and track attendance for our Executive Team,
  • Screen and prioritize emails based on content, aligning with Executives,
  • Handle calendar and email actions independently, keeping Executives informed,
  • Manage recurring business meetings and coordinate with team members.
Travel and Expense Management
  • Coordinate travel arrangements, including flights, hotels, and visas.
  • Prepare local agendas, presentations, and events in collaboration with internal and external contacts.
  • Create Purchase Orders and manage the office supplies budget.
Project Management Support & Communications:
  • Assist with planning and follow-up for departmental projects.
  • Ensure team members meet project deadlines.
  • Sends out departmental announcements and communications
  • Acts as first point of contact for general questions and requests from internal and external parties to appointed Executives. Liaise with various stakeholders in the company as well as visitors, customers and/or suppliers/external relations.
Hospitality, Facility & Logistics
  • End-to-end responsibility of visitor management Executive team: taking care of more complex and/or high stake visits.
Event & Meeting Management
  • Support the planning and organization of company events.
  • Coordinates and aligns with relevant internal and external stakeholders (E.g. HR, communications, suppliers, guest speakers) regarding availability, IT, presentations, travel.
  • Proactively and independently prepares meeting agendas, Takes Minutes of Meetings / time-management / following up on actions & decisions (a.o. arranging speakers; catering if needed).
  • Assists in keeping Executives accountable for commitments and helps them and their direct reports complete priority items within the deadline.
  • Responsible for regularly creating agenda analyses regarding time spent, signals improvement possibilities and acts upon.
Stakeholder partnering & advisory
  • Anticipates stakeholders' feedback and provides innovative ideas to meet their future needs.
  • Works closely with multiple internal stakeholders to enhance collaboration.

Your profile
Education & experience
  • Secondary vocational education or bachelor’s degree with 5+ years of relevant experience.
  • Proven experience in senior management support, including calendar and travel management, project support, and event coordination.
  • Advanced communication and computer skills (MS Office Suite, ERP systems).
  • Stakeholder Management and International Working Environment: Advanced knowledge of the connection / impact of relevant processes for stakeholders and has experience in training other team members. Experience working for multiple stakeholders and in dynamic International environments.
  • Coordination and Technology Adoption: Complex international calendar management experience, excellent knowledge of the office 365 package and ability to arrange hybrid meetings and events. Advance knowledge/capability in developing PowerPoint presentations

Skills & competencies
Working at the cutting edge of tech, you’ll always have new challenges and new problems to solve – and working together is the only way to do that. You won’t work in a silo. Instead, you’ll be part of a creative, dynamic work environment where you’ll collaborate with supportive colleagues. There is always space for creative and unique points of view. You’ll have the flexibility and trust to choose how best to tackle tasks and solve problems.

To thrive in this job, you’ll need the following skills:
  • Observe and respond to people and situations and interact with others encountered in the course of work.
  • Can learn and apply new information or skills.
  • Must be able to read and interpret data, information, and documents.
  • Strong customer focus and commitment to customer satisfaction through prioritization, quality, efficiency and professionalism.
  • Ability to complete assignments with attention to detail and high degree of accuracy.
  • Proven ability to perform effectively in a demanding environment with changing workloads and deadlines.
  • Result driven-demonstrate ownership and accountability.
  • Identifies bottlenecks and drives improvements.
  • Work independently or as part of a team and follow through on assignments with minimal supervision.
  • Demonstrate open, clear, concise and professional communication.
  • Ability to establish and maintain cooperative working relationships with manager, co-workers and customers.
  • Work according to a strict set of procedures within the provided timelines.
  • High tech affinity.
  • Independent, proactive, team player, good communication skills, and flexible.
As Qblox, we value diversity and welcome everyone from different backgrounds. We are dedicated to creating a safe and inclusive workplace where everyone is encouraged to be themselves.
About us
At Qblox, we operate at the frontier of the quantum revolution delivering advanced technologies needed to build Quantum Computers. This field is rapidly growing and will impact society on a global level. With a dedicated team of scientists, engineers and developers we are pushing quantum technology to support experimentalists worldwide with our scalable qubit control and readout equipment. Since 2019, Qblox has grown into a dynamic company employing 90+ innovative, international minds, all dedicated to the company’s mission. We celebrate equality and diversity. We are growing exponentially and welcome talented individuals who share our enthusiasm to make a difference. We’re striving to build a team that represents a variety of backgrounds, cultures, perspectives, experiences, and skills. If you are to join us, you can expect:

  • An international, interdisciplinary team of highly-skilled physicists, engineers, designers and scientists with an open working culture
  • A high-curiosity, high-performance and invigorating team dynamic
  • Flexible working hours: hybrid working options and travel allowance for commuting to the office
  • 30 days annual leave and holiday allowance
  • Company-sponsored retreats and Friday lunches
  • A modern, open office
  • Competitive compensation and participation plan
  • Opportunities for international travel for conferences, partnerships and customer visits
* Acquisition in response to our vacancies by recruitment agencies is not appreciated *