Executive Assistant – International Travel & Calendar Management

About the role

We are seeking a proactive Executive Assistant to support two Directors, including an Executive Director based in Germany, for a leading international non‑profit organisation in Amsterdam. The role focuses on seamless global travel coordination, complex diary management, and providing administrative support so senior leadership can concentrate on strategic priorities.

Key responsibilities

• Arrange all aspects of international travel for the Executive Director and Amsterdam Directors, including flights, accommodation, local transport and visa requirements.
• Prepare detailed itineraries, travel briefings and accompany the Executive Director on occasional international events.
• Manage complex, back‑to‑back calendars, identify conflicts, schedule meetings with international partners and draft agendas.
• Take minutes, handle follow‑up correspondence and maintain stakeholder relationships.
• Process invoices, travel expense claims, reimbursements and manage recurring administrative renewals.
• Proofread, edit and format documents, presentations and other materials on short notice.
• Support office correspondence, team‑building activities and ad‑hoc public‑relations tasks.

Required profile

• Minimum HBO degree or equivalent work experience.
• At least 3 years of executive assistance or secretarial experience, preferably in an international setting.
• Excellent written and verbal English; German, Dutch or Spanish are a plus.
• Strong organisational skills, attention to detail and a diplomatic, culturally‑sensitive approach.
• Ability to quickly learn new digital tools and platforms.

Required skills

• Microsoft Word
• Microsoft PowerPoint
• Microsoft Office suite