Ready to organize, support, and make things happen at XIVER?
As Office Manager & Executive Assistant you play a central role in keeping XIVER running smoothly, both in daily operations and in strategic support to the management team. You are the connective link that ensures structure, efficiency and continuity throughout the organization.
You support the CEO and Leadership Team in their day-to-day priorities, ensuring that planning, communication and execution stay aligned. From managing agendas and meetings to coordinating key initiatives and internal events, you keep things moving with professionalism, care and foresight.
This is a role for someone who thrives in variety, from executive-level coordination to hands-on organization of office life. You know how to switch between strategic support and practical problem solving, always with the goal of creating a professional, welcoming and well-organized environment where others can focus and excel.
Key Responsibilities
Executive Support (50%)
- Provide direct support to the CEO in managing agendas, scheduling and travel arrangements.
- Prepare presentations, reports and briefing materials for management and Board meetings.
- Coordinate Leadership Team and Board of Directors meetings and follow up on actions.
- Anticipate needs, streamline communication, and ensure follow-through on key priorities.
Office & Organizational Management (50%)
- Oversee daily office operations, including facilities, supplies and guest services.
- Act as the central point of contact for employees, visitors and external partners.
- Ensure a professional aoffice environment that reflects the XIVER culture.
- Manage relationships with suppliers and service providers, handling logistics and contracts.
- Support internal communication and planning within the Leadership Team and across departments.
- Organize internal and external events such as company meetings, anniversaries, business gatherings and trade fairs.
- Represent XIVER with professionalism and warmth, both internally and externally.
What Helps You Succeed in This Role
You bring experience as an Office Manager, Executive Assistant or similar role in a dynamic, international or preferably high-tech environment. You are well organized, proactive and a quick thinker with an HBO-level way of working and reasoning. You create calm and clarity in a fast-moving context and are service-minded, structured and dependable.
Furthermore, you demonstrate the following strengths:
- Great communication skills in Dutch and English.
- Positive energy and a can-do attitude that helps others succeed.
- Strong organizational and prioritization skills; you manage multiple responsibilities with accuracy and composure.
- A professional and approachable person
- Tech-savviness and ease with digital tools such as Outlook, PowerPoint, Teams and other collaboration platforms.
- A discreet and dependable nature, handling confidential information with care.
Reporting Line and Collaboration
Reports to: CEO
Works closely with:
• CEO
• Leadership Team
• Operations, HR and Finance departments
• External partners, suppliers and visitors
Culture Fit
• Entrepreneurial and hands-on mindset
• Service-driven with strong ownership
• Reliable, structured and calm under pressure
• Collaborative and positive team player
• Enjoys contributing to a professional yet informal scale-up environment