As the Executive Assistant, you become the steady force behind high-level decision-making, anticipating needs, removing obstacles, and ensuring our Executive Board can operate at full strategic speed.
Your role in the story:
In this dynamic environment, the Executive Assistant plays a vital role in supporting our Executive Board Members by ensuring seamless coordination of schedules, managing communications, and facilitating decision-making processes. Through proactive organization and exceptional attention to detail, you enable our Executive Board to focus on strategic priorities and drive the success of our ambitious projects.
The Executive Assistant is part of a collaborative team of Executive Assistants and Communication Officers. This position is full time (40 hours) with a preference for on-site presence due to ensure effective coordination, seamless communication, and strong support for the Executive Board.
What you will be working on:
- Provide comprehensive executive and administrative support to the Executive Board.
- Manage complex calendars, schedule meetings, coordinate logistics, and prevent scheduling conflicts.
- Oversee email and communication management, including screening inboxes, prioritizing messages, and drafting responses.
- Arrange and manage travel plans (onshore and offshore), including flights, accommodations, transportation, and required certifications.
- Organize and prepare meetings by setting agendas, gathering documents, taking minutes when needed, and tracking action items.
- Handle administrative tasks such as processing invoices, expenses, and maintaining accurate records.
- Prepare and manage documentation, reports, presentations, and ensure proper filing and document control.
- Act as a trusted gatekeeper, handling confidential information with discretion and representing HMC internally and externally.
- Coordinate office management, vendor liaison, database updates, and ensure smooth day-to-day operations.
- Plan and organize internal and external events, such as company celebrations, Sinterklaas festivities, and Christmas parties.
Key ingredients for success:
- Bachelor’s-level thinking and working approach
- At least 10 years of relevant professional experience
- Strong organizational and prioritization skills
- Excellent time-management and ability to work independently
- Accuracy and attention to detail in documentation and processes
- Professional, service-oriented, and solution-focused approach
- Ability to remain calm and effective in unexpected situations
- Skilled in coordinating between departments, management, and external stakeholders
- Proficiency in Microsoft Office (Outlook, Excel, Word, Teams, SAP)
- Strong interpersonal and communication skills
- High level of discretion and trustworthiness with confidential information
Personal Qualities
- Reliable and trustworthy
- Hands-on mentality with a proactive attitude
- Flexible and solution-oriented
- Team player who is also comfortable working independently
Your future colleagues:
Of course you are curious to meet us as well! Among others, you will work closely with the other Executive Assistant and report directly to the Executive Board, while collaborating with a wide variety of colleagues across departments on a daily basis.
Your Foundation for Success
At our core, we champion an entrepreneurial spirit and a relentless pursuit of growth. We seek individuals who excel in personal development, seize opportunities where others see challenges, and turn them into success. Whether you're a creative problem-solver, an ambitious go-getter, or someone who thrives in collaboration, we cultivate a culture of passion, dedication, and continuous improvement. Personal leadership and initiative are non-negotiable: you own your growth and the impact you make. If you tackle challenges with a creative yet practical mindset, drive goals with determination, and add value to diverse teams, you'll thrive with us. Together, we create impact and drive meaningful change, always focused on results.
Here's why people love working with us
- Strong compensation & benefits, including an annual bonus plan tied to company performance;
- bonus basis = your annual gross salary + 13th month + 8% holiday allowance;
- Future-proof pension: gross scheme covering base + 13th month + holiday allowance, with no mandatory contribution up to €70,719.48.
- 30 days off to recharge, with the option to buy 10 extra days;
- Free access to our in-house gym, including fitness classes;
- Activities to connect with colleagues (e.g., our Friday-afternoon get-together);
- A modern and easily accessible office in Leiden.
Is this your dream job? Put in your application now!
Please submit your application by 29 december 2025. The application process consists of two interviews, an online assessment, and an employment offer. For Fleet, the first interviews will be conducted via Teams; for other positions, we prefer to hold interviews at our office in Leiden, although video interviews via Teams are also possible.
Are you ready to make the impossible possible?