Administrative Assistant - Utrecht, Netherlands

Location NL-Utrecht
ID 2025-1570
Category
Administration
Position Type
Regular Part-Time
Remote
No

Overview

Fast Enterprises is a provider of essential software and services for citizens and government. In 1998, we changed the way government revenue agencies support their business with the introduction of GenTax®. We have expanded beyond Tax and now also perform implementations for Motor Vehicle, Driver License, Unemployment Insurance, and Child Support Engagement agencies.

Your FAST career has a meaningful and lasting social impact. FAST offers a collaborative in-office problem-solving environment. 

 

We are looking for an Administrative Assistant to join our team in Utrecht, Netherlands and work fully in-office.  

 

As an Administrative Assistant, you will work in-office between 25 and 37.5 hours per week, with flexibility to negotiate hours up to the maximum. In this role, you will perform a variety of administrative tasks to support our project teams and ensure smooth office operations. This position is based in our Utrecht office, and we are seeking a candidate with corporate office administration experience who thrives in a dynamic, fast-paced environment. 

Responsibilities

Please see job responsibilities broken out by category below. 

 

General 

  • Assist and provide support for all office employees and make sure they have everything they need to do their jobs efficiently; 
  • Organize and facilitate administrative and other project-related tasks for the FAST Project Manager (e.g. scheduling meetings, taking meeting notes, compiling meeting minutes, etc.);
  • Provide additional support to team members as needed (e.g., miscellaneous tasks such as assisting with testing/training materials, printing/collating documents etc.);
  • Oversee and maintain vendor relationships and payments (e.g., coffee, breakfast, etc.); 
  • Support and guide new hires with relocation (e.g., provide housing suggestions, work on residency permits, etc.);
  • Act as the main contact for visitors (e.g. Partners), and provide agendas, reserve local transportation and make dinner reservations etc;
  • Facilitate local recruiting by working closely with the recruiting team to organize interviews, maintain candidate records, and assist with hiring initiatives;
  • Contribute to miscellaneous tasks from other projects in the company;
  • Maintain records of information (e.g. location specific relocation info, location specific Admin guide, office guidelines, office access/security clearance expiration dates, team building suggestions and contacts etc.).

Office:

  • Communicate with the client on behalf of the team regarding office management (e.g. office access, maintenance, service requests etc, and share and/or translate internal communication that is relevant to the project team
  • Order and maintain office supplies; 
  • Ensure first aid kit is available as well as miscellaneous supplies; 
  • Stock items and maintain general cleanliness in common spaces throughout the office (e.g., break room(s); training room, etc.);
  • Maintain office phone list; 
  • Prepare for meetings (i.e., set-up for any special meetings); 
 

Mail 

  • Handle general mail pick up & drop off; 
  • Prepare FedEx shipments and arrange for pick up or drop off, including maintaining the FedEx mailing materials on site. 

Special Events and Activities 

  • Coordinate and facilitate social outings and lunches as needed.  For many events, this would include showing up prior to the event to ensure everything is ready, provide adequate directions for team members, organization of accommodations for special dietary restrictions, etc. 
  • Coordinate community service/volunteer opportunities. 

Qualifications

  • Bachelor’s degree in business/public administration, finance/accounting, management, education, social sciences, or a related field in office management and administration.
    • Equivalent relevant experience may be considered in place of the required degree.
    • Ongoing post-secondary studies may also be accommodated.
  • Previous experience with Microsoft Office. 
  • Strong organizational skills.
  • Excellent written and verbal communication.
  • Ability to multi-task.
  • Speaks both Dutch and English fluently.

FAST Benefits

  • Team-building activities are offered throughout the year. 
  • Make a difference by driving meaningful and positive change in government agencies. 

Want More Information?

FAST is an equal opportunity employer. 

Voluntary Self-Identification Information is requested for U.S. applicants during the application process.

Salary to be determined by the education, experience, knowledge, skills, abilities, and location of the applicant.

 

Fast Enterprises is committed to the full inclusion of all qualified individuals. As part of this commitment, Fast Enterprises will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If reasonable accommodation is needed, please contact FastCareers@fastenterprises.com. 

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