Office Management Assistant

Studyportals is the biggest educational search platform globally and we are looking to expand our team! Our challenge is to bring absolute transparency and reliability to international higher education. By understanding the student journey in and out, we are building a platform that is valuable to students and agile to the demands of international education. Every month, our websites receive over three million visits from students around the world, searching for the right education. This makes us the most popular study choice platform worldwide. 

About the role 

Are you our creative, outgoing, enthusiastic, and stress resilient “Jack-of-all-trades" our Office Management team can depend on? Do you have a great talent to arrange and organize, a sense of accuracy, and eye for details and an employee-centric way of working? 

Do you like to assist the Office Manager in organizing the various company events and improving the work environment of the office with over 35 nationalities? And do you want to contribute to the well-being of all our Superheroes? 

Do you like to meet and welcome you people? Every month, newcomers are joining the mission and you will guide them through the first days in the office and at Studyportals. 

Then please continue reading and if that makes you smile you might be the next Office Management Assistant (0.9 FTE) we are looking for! 

Your responsibilities: 

• You will assist the daily operations of the Office Management team to make sure all facilities in and around the office are running smoothly to unburden all our employees (called Superheroes) in their daily work
• Greet and welcome visitors, as well as answer the phone and occasionally transfer incoming calls to colleagues. 
• Look after post, deliveries and check public email folders
• Ensure the office, meeting rooms are well stocked, organized, and ready for use
• Facilitate lunch for Superheroes on specific days
• Maintain the common areas clean through the day
• Manage the weekly stocks and ensure the good organization of the different supplies
• Coordinate and prepare packages for our different offices
• Help with any other ad hoc tasks that may arise
• You will participate in various projects, and organization of many events and activities to make a real impact on the great employee experience at Studyportals you will assist with internal communications and in the coordination and execution of (monthly) meetings and events
• You will use your strong research skills to find new suppliers, ideas, gift ideas for your colleagues or clients, event venues or team-building activities
• You will assist with onboarding and offboarding of our Superheroes; administration, coordination, and assist with the planning of onboarding introduction meetings, and coordinating with other teams
• You will coordinate the decoration for your colleagues' desks for birthdays and onboarding, prepare celebrations cards and gifts for colleagues and onboarding/offboarding
• You will be part of the Office management team and will report directly to the Office Manager

• A proactive, service-oriented and outgoing personality – you foresee the need for support, act without being asked and have a getting-things-done mentality
• Interpersonal skills and high attention to detail
• BHV skilled is a bonus!
• Experience in office management, hospitality, events or similar type of roles
• Ability to multitask, to prioritize and be flexible are your motto
• Good organizational and event coordination skills
• Flexibility in working hours when needed for events out of office hours
• A positive attitude– your tasks and work schedule will vary from week to week!  
• Feel confident speaking in English, with at least some knowledge of Dutch
• Good knowledge of MS Word & Outlook & MS Teams; Canva is a plus
• Discretion in handling details of confidential and sensitive nature
• Values that match our mission and core values

• Competitive salary including a bonus scheme
• An annual personal development budget because personal growth is KEY
• This role is primarily on-site, with the flexibility to work remotely one day per week witha remote working allowance
• 32 vacation days (including bank holidays) you have the flexibility to take your holidays whenever you want (e.g., be off on Chinese New Year instead of King’s Day)
• Possibility to buy/sell 5 vacation days out of your annual balance
• Reimbursement of your work-related travel costs 
• Budget for arranging your home office
• An annual donation to the foundation made on your behalf
• A nice and fun office in the heart of Eindhoven; five minutes’ walk away from the station. Take an insiders’ perspective