Administrative Assistant

Position Summary

We are looking for a highly organized and proactive Administrative assistant to oversee the smooth operation of Amsterdam office and executing and supporting the activities of Financial Services of the companies in the scope of the office

The ideal candidate is a reliable team player with a positive attitude, strong character, and exceptional adaptability in today’s rapidly changing business environment.

You will interact with a wide range of stakeholders, including executives and board-level members, banks and must be comfortable working both independently and collaboratively. Leadership capability, problem-solving skills, and a results-driven approach.

Key Responsibilities

Office Management, Facilities & Administration

• Oversee all aspects of office operations
• Vendor management
• Contract management (for Office service providers)
• Procurement procedures
• Be responsible for purchase requisitions and procurement processes for the Amsterdam office, including SAP MM module entries.
• Manage vendor database and documentation, ensuring compliance and accuracy.
• Support with Purchase Requisition Process for the delegated area
• Facilities management.
• Ensure meeting rooms and office facilities are functional and equipped with necessary materials.
• Maintain office supplies inventory and ensure cost-effective solutions for procurement.
• Manage travel agent support when required.
• Ensure GDPR compliance
• Take lead in Office Safety initiatives

Finance

• Administrate Corporate Credit Cards and be Administrator in Concur
• Handle invoice processing and payment requests in coordination with the finance team.
• Process PR, SES and other AP entries in SAP.
• Maintain budgetary control for office operations
• Perform Accounts Payable routine, manual and electronic payments in SAP.
• Follow up the rejected and pending invoices with the internal clients.
• Perform routine activities ensuring compliance to internal controls, to meet the Sarbanes Oxley and internal and external audits.
• Check payment request forms, supporting documentation and bank details as well as refuse them, in case of inconsistencies, to meet the company norms and policies.
• Check the down payment requests and its amortization.
• Respond to questions and inquiries from internal clients.
• Follow up unidentified credits/debits with Internal Clients.
• Follow up the KPI’s to support the decision making.
• Analyze and solve system and process problems.
• Identify enhancement opportunities.
• Build management presentations.
• Build and send the Cash Forecast daily report.

Requirements

• Proven experience as an administrative assistant, or similar role.
• Knowledge in MS Office (Excell, PowerPoint, Word)
• Strong communication skills, both written and verbal.
• Strategic thinker with functional creativity to support future projects and targets.
• Ability to interact effectively with executives and board-level stakeholders.
• Results-driven mindset with a proactive approach to problem-solving.
• Languages: English, Dutch
• Portuguese is a plus.
• Eager to learn

Qualifications

• Desired Education:
• Bachelor (HBO/WO) or similar.
• Strategic thinker with functional creativity to support future projects and targets.
• Ability to interact effectively with executives and board-level stakeholders.
• Results-driven mindset with a proactive approach to problem-solving.