Executive Assistant supporting three AVPs and the VP of Claims at The Doctors Company. Managing administrative tasks and assisting in department operations in a medical malpractice insurer.
About the role
- Executive Assistant providing high-level support to Global Head of AI at Prosus. Managing operational coordination and initiatives in a fast-paced, technology-driven environment.
Responsibilities
- Manage the Global Head of AI’s calendar, ensuring seamless scheduling and prioritization of meetings, events, and commitments.
- Oversee inbox management, including triaging emails and ensuring timely follow-ups.
- Coordinate complex travel arrangements, including international itineraries, accommodations and visas.
- Process and track expenses, ensuring compliance with company policies.
- Prepare for meetings by organizing agendas, briefing materials and follow-up actions.
- Act as a liaison and point of contact for internal and external stakeholders, ensuring clear and effective communication.
- Serve as the primary operational interface between the Global Head of AI and key departments, including HR, IT, Facilities, Finance, Legal, Communications and the AI team.
- Facilitate smooth collaboration and alignment across teams by managing workflows, resolving bottlenecks, and ensuring timely delivery of outcomes.
- Provide operational support for strategic initiatives and cross-functional projects.
- Take end-to-end accountability for planning, organizing and executing large-scale, event- and community-driven initiatives, such as AI All Hands meetings, bootcamps, offsites and workshops.
- Manage all aspects of event logistics, including venue selection, agenda creation, speaker coordination, and on-site execution.
- Ensure successful delivery of events under time-critical and high-pressure conditions, maintaining a focus on quality and stakeholder satisfaction.
- Oversee office moves and workspace management, including capacity planning, seating strategy, hybrid work setups, and logistics.
- Ensure the workspace meets the needs of the team, fostering a productive and collaborative environment.
- Act as the point of contact for facilities-related issues and improvements.
- Own the onboarding process for new team members, ensuring a seamless and welcoming experience.
- Manage internal operations to support day-to-day team functioning, including tools, processes, and communication channels.
- Drive initiatives that enhance team effectiveness, alignment, and continuity, ensuring the team operates at its best.
- Identify and implement process improvements to optimize team workflows and collaboration.
- Uphold the highest standards of discretion and confidentiality at all times.
Requirements
- Proven experience as an Executive Assistant or in a similar operational role, preferably supporting senior leadership in a fast-paced, high-growth environment
- Experience in a technology, AI, or innovation-driven organization.
- Familiarity with hybrid work environments and associated tools and strategies.
- Background in managing cross-functional projects involving HR, IT, Facilities, and other corporate functions.
- Event management certification or relevant experience in large-scale event planning.
Benefits
- Gym reimbursement
- Health insurance for family members
- Fully employer-funded pension
- Free Dutch lessons
- Bike plan
- Discount platform
- Lunch allowance
- Free office snacks
- Access to 300k+ online courses
- Full public transport reimbursement with an NS Business Card
Job title
Job type
Experience level
Salary
Not specified
Degree requirement
Location requirements
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