Executive Assistant Mobility & Built Environment

Want to make your mark on our time? Become a Management support at TNO in Delft!

About this position

As an Executive Secretary, you are an indispensable linchpin within the organisation. You are always there for colleagues and, in a pleasant and calm manner, ensure that things are well organised. At the same time, you proactively handle emails and phone calls, schedule appointments and organise meetings, manage and distribute quotations and contracts, and provide support for the overall management of the unit.

In this way, you contribute to the effective functioning of the Mobility & Built Environment unit.

What will be your role?

We are looking for an Executive Secretary for 36 to 40 hours per week. The Mobility & Built Environment unit is located in Delft, The Hague, and Helmond. Your primary work location is preferably Delft. To ensure good visibility and collaboration with fellow executive secretaries and other colleagues, you will regularly be present at the other locations.

Your primary responsibility is to support the Managing Director of this unit. In addition, you are the calling card and first point of contact for the executive board and serve as the link to the internal and external network of the Managing Director.

Your responsibilities include:

• Primary point of contact for the Managing Director.
• Active calendar and mailbox management.
• Support for executive board meetings, including agenda preparation and minute-taking.
• Supporting the Strategy Manager in the strategic process, including preparation of the Strategic Advisory Board and maintaining contact with strategic partners.
• Support for internal communication, including unit meetings and other unit-wide activities.
• Staying informed about the different areas of work within the unit and managing information flows as well as monitoring deadlines.
• Effectively coordinating internal and external appointments, meetings, lectures, and events.
• Contributing to a high-quality and efficient service through clear communication and a focus on process improvement.
• Other supportive and administrative tasks, such as organising business travel, processing invoices, placing orders, arranging catering, handling mail, and guiding visitors.

You will work closely with four executive secretaries within the unit and three colleagues from the Sales Office. Each person has their own area of focus and primarily supports one director. You work closely together and cover for one another in case of absence.

What we expect from you

You are proactive and take work off the hands of the Managing Director and colleagues. You see what needs to be done, plan and prioritise well, and switch quickly between different tasks. You keep your agreements. And if something is not feasible, you communicate this clearly and honestly. You show genuine interest in your colleagues, who partly due to your optimistic attitude are happy to approach you with questions.

What you bring

• Higher professional (Bachelor’s) level of thinking and working.
• At least 4 years of demonstrable experience in executive-level support.
• Excellent command of Dutch and English, both spoken and written.

Competencies

You recognise yourself in many of the following:

• Proactive: able to set priorities, ensure progress, demonstrate a strong sense of responsibility, and anticipate changes with impact.
• Flexible: every day is different.
• Service-oriented, (customer-)friendly, accurate, discreet, and stress-resistant.

What you'll get in return

Challenging and varied work with a real impact. And plenty of opportunities as, at TNO, you are in charge of shaping your career. We offer a gross monthly salary between € 3,500 and € 4,700 (based on your knowledge and experience), 8% holiday pay, a 13th month bonus of 8.33% and a flex budget (5.58% + € 180). In addition, you will be given every opportunity to develop yourself.

TNO offers optional employee benefits, enabling you to tailor your benefits package to match your personal situation. You may also expect:

• An extremely professional, innovative working environment where colleagues are leading experts in their field.
• The opportunity to attend courses, workshops and conferences, and to receive training and coaching based on your needs.
• 33 days annual leave plus a flexible holiday that can be used on a cultural, religious, or otherwise important day of your choosing (on a full-time basis).
• We offer a comprehensive and flexible mobility plan that also includes full compensation for public transportation for commuting and business travel.
• Great social events with your team and other TNO colleagues. That’s how you will get to know a lot of people really quickly.
• Flexible working hours, the possibility to work parttime (32 or 36 hours) and the possibility of working from home.
• Extensive relocation package for international candidates.
• A good pension scheme.

TNO as an employer

Our people are at the heart of TNO. Their curiosity, expertise and entrepreneurial mindset make it possible to deliver high-impact research and innovations that contribute to society’s sustainable wellbeing and prosperity. That is why we invest in an inspiring working environment where colleagues can excel, have autonomy and continue to grow.

Your talent and ambition have every opportunity to flourish at TNO. You work with experts (both within and beyond TNO), have access to advanced technology and the freedom to explore, experiment and innovate. Our strength lies in independence, reliability and collaboration. We find each other in wonder and ingenuity. We are driven to push boundaries. By working with businesses and government, and by connecting different perspectives, we strengthen our innovative capability and create responsible, meaningful results.

At TNO, we believe this is our time to help society, government and business move forward faster. Together with driven colleagues, you turn knowledge into concrete innovations or ventures that truly make a difference by combining the power of science and entrepreneurship. And in doing so, you make your mark on our time.

The selection process may include an online assessment and a reference check.

A Certificate of Conduct (VOG) is required before starting a new job at TNO.

As you will be working for clients in the domain of defence and security, a Certificate of No Objection issued by AIVD (the Dutch General Intelligence and Security Service) is mandatory. This means you will have to undergo a security screening.