Senior Management Assistant

Introduction to job

The R&D management support team is a central department within R&D with around 70 assistants divided over different clusters and departments. You are the glue of the organization, connecting the dots by working together and building strong relationships. You are the face of the R&D organization! 

Within the R&D management support team we are continuously looking for new opportunities and upgrade the support to our managers. We would like to welcome innovative, creative assistants who have a genuine interest in deep diving into the sometimes technical content while connecting with your R&D colleagues. You're the professional and trusted advisor for the R&D senior managers, you deliver administrative support in an organized way. You’re the champion in building strong meaningful relationships. Your goal is to create an inclusive environment via teamwork, collaboration and trust. 

If you possess the necessary skills and experience, we would be happy to connect with you. 

Next to that, as a MT assistant in R&D D&E you become a part of the MT assistants' team. This team consists of senior assistants, divided over all the sub-clusters globally (Software, Hardware, P&I, Technology). You understand the importance of collaboration across departments, acting as a role model while encouraging your team. You share knowledge/information and are able to create an environment where people feel safe to express their views openly. You motivate team members to work towards both operational and team goals. You credit others for their contributions and accomplishment and of course you celebrate team successes along the way. Project and year planning support: Involved in assigned projects. Acquire overall knowledge of the department year plan, activities, projects and daily priorities in order to ensure smooth information and work flow.

Role and responsibilities

As a Senior Management Assistant, you manage and take ownership of your work while demonstrating a strong drive to achieve meaningful results and show determination in the face of obstacles. You will pro-actively search for ways to improve customer service and independently manage expectations and meet the (future) needs of the manager. By taking a helicopter view you are able to signal process improvement opportunities and will continuously seek for new ways of working in our fast-changing environment. In summary, as a Senior Management Assistant we expect you to:

• Seek for opportunities to optimize the daily work for your team and general processes.

• Pro-actively share information and provide feedback to others.

• Be a senior role model for the rest of your team by stimulatingly a feedback culture with open communication.

• Promote MST and support your team lead, building a strong and reliable support organization.

• Be a teambuilder and understand the importance of sharing knowledge.

• Work consciously to bring MST to a higher level.

The tasks of the Senior Management Assistant include:

• International calendar & meeting management: Effectively and efficiently manage (own) the agenda of your managers. Booking rooms and facilities.

• E-mail management: Pro-active screening and sorting inbox. React to e-mails; filter out what you can do. Prioritize and make your managers aware of certain topics that come up.

• Communication: Send out announcements, newsletters, reports etc. Function as first point of contact for questions or requests from internal and external parties to appointed managers or department. Liaise with various stakeholders in the company as well as with visitors, customers, suppliers and/or external relations.

• Facility services: e.g. registration and reception of visitors, floor management.

• Travel & expense management: Optimize travel of high complexity in different time zones, think ahead and take decisions. Prepare travel expense reports.

• Meeting preparation and participation: Organize and coordinate meetings (e.g. workshops, events) of the assigned department or managers, take and distribute minutes and action lists.

• Cascading information to the sub-teams (chair of the weekly (local) Staff MA meeting).

• Strong collaboration with the Chief of staff; joint responsibility for preparing the cluster lead and MT meetings, off/on-sites, AEM and the annual planning.

• You play a pivotal role in advancing the organization by managing essential tasks and content for the management team.

• You provide clear direction and deliver comprehensive report outs on both the R&D D&E MT meeting and the local staff meeting.

• Coordinating role within the team of 4