Operations & Executive Support Specialist

About the job

As an Operations & Executive Support Specialist, you play a key enabling role for the executive team while ensuring smooth, accurate, and proactive support across the company.
You combine executive assistance, office & facilities coordination, accounting and finance administration, HR & team experience support, fleet management, and business development assistance.
You operate as a structured, reliable, and self-starting backbone across multiple operational domains.

Key Responsibilities

Executive Support

• Provide proactive personal assistance to the executive team, including calendar management and meeting planning.

Office & Reception Operations

• Welcome clients and manage external calls with professionalism and care.

• Ensure availability and ordering of stationery and office supplies.

• Own the 5S of meeting rooms and shared office spaces.

• Prepare and follow up on meeting room usage (plants, drinks, first-aid materials, supplies).

• Maintain the meeting room reservation system.

• Coordinate external facility services such as cleaning and repairs.

Accounting & Finance Administration

• Support Accounts Payable (AP): process invoice payments, follow up on issues, manage employee expense reimbursements, and book incoming invoices.

• Support Accounts Receivable (AR): monitor incoming payments of sales invoices and perform debtor follow-up.

• Support insurance administration and financing processes (loans, financial leases, …).

• Assist with subsidy-related administration.

Fleet Management

• Coordinate all fleet-related operations: accidents, replacement cars, ordering new vehicles, scheduling maintenance and tyre changes, etc.

HR & Team Culture Support

• Support onboarding and offboarding, ensuring a smooth and complete process.

• Assist with organising team events and company-wide activities.

• Support travel arrangements for employees.

• Coordinate the annual flu vaccination program.

Basic IT & Systems Administration

• Manage access rights to shared drives.

• Handle mobile phone subscriptions and basic IT-related admin.

Business Development Support

• Assist in organising business events such as fairs, partner visits, and recruiting events.

• Support social media campaigns (primarily LinkedIn).

• Provide administrative support for proposals and tenders, including preparing commercial employee CVs.

• Manage contract and NDA classification and signature follow-up.

• Support with required government reporting.

Reports To

• Full reporting line: Enabling Lead

• Dotted reporting line: CEO, HR

About you

• You have a positive, solutions-oriented mindset.

• You work with precision, take pride in accuracy, and deliver reliable administrative quality.

• You are highly self-organised, able to prioritise and multitask confidently.

• You are a strong communicator who builds trust with clients, suppliers, and colleagues.

• You act professionally, responsibly, and fairly in all interactions.

• You enjoy being part of a team while also thriving in independent tasks.

• You are eager to grow your diamond in a multi-faceted role, after a solid first work experience.

Essential Experience

• Excellent oral and written communication skills in Dutch and English.

• Strong PC proficiency with a proactive, hands-on, and independent work style.

• Solid experience with Microsoft Office and/or Google Workspace (spreadsheets, documents, admin workflows).

Valued (but not essential) Experience

• Experience with ERP or accounting platforms such as Exact Online, Odoo, or SAP.

• Basic graphic design skills (Adobe, Canva, or equivalent).