Management Assistant

Academy to Innovate HR (AIHR)

Datum: 1 week geleden
Stad: Rotterdam, Zuid-Holland
Contract type: Voltijd
Academy to Innovate HR (AIHR)

Full-time · Rotterdam/Amsterdam, The Netherlands

Do you thrive in a fast-paced environment, where you wear multiple hats, ensuring everything clicks into place? Are you highly organized and skilled at handling multiple responsibilities at the same time? Are you willing to roll up your sleeves to do whatever the team needs, no matter how small the task? Does being the right-hand person of our Leadership team excite you? AIHR is looking for a Management Assistant. Make an impact by joining us and helping us achieve our ambitious goal of continuously educating 100,000 HR professionals on our educational platform

About AIHR

Founded in 2016 with the mission to future-proof HR, the Academy to Innovate HR (AIHR) has become the world’s market leader in online training for human resources professionals. We have a global customer base spread across 140+ countries, amongst which companies like Unilever, Reckitt, Goldman Sachs, Philips, Deloitte, Nike, Heineken, and UBS. It is our goal to continuously educate 100,000 HR Professionals by the year 2025.

We are an international team of 80+ people, driven by excellence, innovation, and a hunger to grow in everything we do. As such, we strive to provide the world’s best courses and excellent support to our customers while continuously optimizing every aspect of our work. With over 30 nationalities, our team is diverse, yet we all share a few traits: we're friendly, enthusiastic, and great team players.

Being a fast-growing company, working at AIHR means taking on a lot of responsibility and getting countless opportunities to develop yourself in new areas and craft your own role

Role and Responsibilities

As our first Management Assistant, you will be integral to the company’s ability to accelerate growth. Within this dynamic role, you will take ownership of diverse tasks spanning three key areas of operations: executive assistance, project management & admin support, and office management.

Executive assistant tasks focus on collaborating with our leadership team. This includes providing support to the eight-person leadership team, including both co-founders Nando and Erik. It will be your role to ensure everything runs smoothly, ranging from managing calendars, planning and (re)scheduling leadership team meetings, organizing team days, the occasional booking of flights and accommodations for board meetings or conferences. On top of that, you will be responsible for buying presents and gifts for relation management and picking up many of the operational and office-related tasks that will otherwise fall through the cracks.

Project management and administrative support include assisting in and managing various projects, updating documents, proofreading, and ensuring proper information flow between stakeholders. You will manage emails, work on operational HR activities (including system admin and data verification), monitor policies and ensure they are applied across departments, update internal information, and streamline operations.

When it comes to office management, you will take care of inventory levels and procure office supplies

On a typical week

On a typical Monday morning, you arrive at the office and grab a coffee as your colleagues in the People and Finance team – whom you share your office with – trickle in. You kick off your week with a brief standup with Chloë, People Ops & Office Specialist, who you regularly collaborate with. You have a busy week ahead of you and will work on many different projects. You thrive on getting things done quickly and efficiently while delivering quality.

After the standup, you start to work on the marketing team day which will take place in two months. You are negotiating with the venue and are coordinating with Simona, VP of Marketing, on the agenda and ensuring everyone in the team will be there in person.

After a delicious lunch, cooked by our in-house chef Rick, you review a couple of contracts that were drafted by Chloë. We always want to have two pairs of eyes on contracts before we send them out. In the afternoon, you will work to put our employee handbook together and update some of the policies. We are a fast-growing organization, so policies need to be updated from time to time to keep up with the growing organization.

On Tuesday you work from home. Your first order of business is arranging flights and accommodations for a team that will go to the SHRM conference in Chicago. About 7 team members will travel there, so you confirm flight times, book the flights, and book a hotel that’s close to the venue. Later in the week, you will also coordinate with the conference organizer on some of the practicalities and logistics, including the AIHR stand location and making sure everyone attending gets their access ticket on time. During the day you get a request to restock the AIHR Doppers which we give to new hires, so you add that to your to-do list.

Wednesday you plan the leadership meetings for the next quarter, as well as the board meetings for the next year. Our board meetings rotate between Rotterdam, New York, and remote so you will have to accommodate multiple time zones. Because it is the end of the month, you go through the list of recurring expenses that you manage and you upload the invoices to the finance team, before you start the final preparations for the quarterly wrap-up. This is an event where the entire company comes together on location, gets updated on what happened in the business, and grabs drinks afterward. You organize the logistics. We are with about 90 people, so organizing drinks also requires some planning.

You’re looking forward to the event – we celebrate our success and growth together because it is a true team effort. Before you know it’s Friday and you will enjoy the event and drinks that you organized!

Who you are

We’re looking for someone autonomous, structured, detail-oriented, and proactive with excellent planning and prioritization skills, as well as (written and verbal) communication skills. You are able to work in a fast-changing environment and can juggle many things at once. You are fluent in English (no Dutch is required for the role). Furthermore you are:

  • Have 3+ years of experience as a Management Assistant/ Team assistant or a similar role;
  • Highly organized and detail-oriented. You effortlessly manage multiple tasks and deadlines;
  • Resourceful. You’re a natural problem solver who always figures out a way to get things done even when you may lack the resources;
  • Self-motivated. You actively seek opportunities to contribute and assume additional responsibilities;
  • A collaborative team player. The concept of "That's not my job" is not in your vocabulary;
  • Tech-savvy. You are comfortable with our stack (Slack, G-Suite, Miro, etc.);
  • Willing to challenge assumptions and not afraid to voice an unpopular opinion;
  • Able to work from our office in Rotterdam for faster onboarding and coordination;

We offer

  • A key role in running the company’s operations and making an impact on everyone on the team;
  • Competitive compensation;
  • The opportunity to shape your day-to-day work;
  • Regular growth talks and support to reach your career goals;
  • Flexible working hours & working from home arrangements after your onboarding (for juniors and interns);
  • A high degree of autonomy in a vibrant, result-driven, inclusive, and international team;
  • A key role in a fast-growing scale-up company;
  • A beautiful office right across Rotterdam Central Station (Millennium Tower) and a brand new office in Amsterdam;
  • 26 paid holidays per year + 1 extra day for every year you work here + you can exchange any 2 public holiday days for 2 other days of your choice;
  • Pension plan;
  • 5 Mental health days per year;
  • Access to OpenUp mental health platform;
  • Personal development budget, training, and we pay for the books you read!
  • All public transport expenses covered (NS Business Card);
  • MacBook + all other equipment you need to do your work;
  • Daily lunch prepared by a chef, weekly drinks, and fun team activities;
  • Free access to the office gym

Get a taste of AIHR experience and check out our AIHR Benefits Guide!

Are you excited to become our Management Assistant? Then we'd love to hear from you! We are looking to hire for this role as soon as we find an eligible candidate.

P.S. Research shows that while men apply to jobs when they meet an average of 60% of the criteria, women tend to apply only when they meet 100% of them. So if you think you have what it takes, but don't necessarily meet every single point above, please still apply. We'd love to consider you and see if you could be a great fit

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