Senior Management Assistant

Introduction to the job
 

ASML is looking to add a Senior Management Assistant to the Manufacturing Assembly & Test team.  This Assistant will be supporting the Head of  Wilton Factory Manufacturing Assembly & Test.  This role will provide management support to senior management, contributing to the seamless execution of their tasks and driving their daily schedule. Assists in scheduling and coordinating significant meetings, collaborates closely with fellow administrative team members, and skillfully prepares professional correspondence, both for internal and external purposes.  Contributes to the successful execution of business priorities, driving and taking the lead in the yearly heartbeat of the responsible department (by defining the meeting governance) and related departmental projects/actions. Guides other assistants in their professional and behavioral development by coaching, mentoring and acting as a role model.

Performs operational activities of an explanatory or assisting nature, with main focus on the managers' sector while taking cross-sectoral interests into account. Signals and identifies possibilities for process optimization and takes part in implementation.

Operates within a variety of well-defined procedures and practices. Anticipates on and manages independently complex actions and integrates the business reoccurring meetings and priorities.

Role and responsibilities

Calendar and Email management

Plans meetings proactively in agenda of (senior) managers. Books rooms and facilities and tracks meeting attendances in a more complex internal stakeholder field and understands the implications of the meeting attendance.

Screening mailboxes of (senior) managers on relevancy, setting priorities based upon content knowledge and aligns with (senior) manager.

Executes actions related to calendar or email independently and informs (senior) manager.

Responsible for the yearly heartbeat and integration of the business recurring meetings. Cascades this down to other team members.

Travel and Expense Management

Coordinates, initiates and requests travel timely, including flights, hotels, transportation and visa, while having end-to-end process responsibility. Works independently and in close cooperation with the destination contact (internal and external) to prepare local agenda, presentations, transport, visits, dinners, etc. When doing so, assistant aligns with travel office, other parties and takes costs and operational efficiency into consideration.

Responsible for creating Purchase Orders and obtaining associated manager signature/approval.

Responsible for creating Purchase Requisitions and monitoring of Purchase Orders for contingent worker and their contract extensions.

Maintain budget of office supplies for the department.

Project Management Support

Assists several departmental related projects in planning, preparing and follow-up of the project. Holds others accountable for meeting deadlines.

Communications

Sends out departmental announcements and communications.

Acts as first point of contact for general questions and requests from internal and external parties to appointed managers or department. 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: taking care of more complex and/or high stake visits.

Event & Meeting Management

Has a leading role for the event planning of the department, and has end-to-end responsibility in the organization of departmental events, taking the quality of the event into account.

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 senior management accountable for commitments and helps them and their direct reports complete priority items within the deadline.

Responsible for regularly creating agenda analyses regarding time spend, signals improvement possibilities and acts upon.

IT Support Coordination

Manages and sets up distribution lists, sharepoints, teams pages, shared drives including access management.

Looks into and coordinates the (new) available IT tooling (tech savviness). For instance collaboration tools within ASML and helps others using these tools.

Is key user for several IT tools and works closely with IT on testing new developments and signals limitations in tools.

Stakeholder partnering & advisory