Administrative - Secretarial Assistant

(28–32 hours hybrid)
Pay scale 7, starting at pay scale 8

As an administrative and secretarial assistant, you’ll ensure that everything runs smoothly behind the scenes. Thanks to your support, team managers, colleagues, and projects can function at their best. You’ll contribute to providing well-organized services for residents, including people receiving social assistance and refugees who are being temporarily housed. This is a varied and meaningful role in which your organizational skills will make a real difference.

Active for Work

We help residents find their place in society. From providing employment support under the Participation Act to offering guidance on social participation and integration. Together, we ensure that people can make the most of their talents and participate fully in society. Our team is professional, dedicated, and ready to achieve results together.

The challenge you face

In this role, you will be primarily responsible for providing secretarial support to three team managers. In addition, you will assist with administrative and front-office tasks for the Actief voor Werk team and take on assignments within the Refugee Reception cluster. You will work in an environment where planning, adapting, and maintaining an overview are key.

For this temporary position, we’re looking for a true hub of the organization: someone who is a natural organizer, connects colleagues and tasks, communicates easily, and ensures that processes run smoothly. You maintain a clear overview, know how to distinguish between what’s important and what’s not, and are able to quickly familiarize yourself with a new environment, work methods, and systems. Since this is a temporary assignment, it’s important that you get up to speed quickly and are able to navigate the organization independently.

The breakdown of your duties is roughly as follows:

• 80% secretarial work
• 20% administrative support, particularly in relation to social assistance applications

Your responsibilities

Secretarial Support

• Calendar management for three team managers
• Scheduling (external) appointments and reserving meeting rooms
• Handling incoming and outgoing phone calls
• Organizing flowers, cakes, and gifts
• Planning and organizing meetings, sessions, and consultations
• Weekly collection of documents (including for alderman consultations)
• Drawing up agendas and draft decision lists
• Placing and managing documents in iBabs

Administration & Front Office: Active for Work

• Supporting the process of applying for social assistance and intakes
• Entering customers into systems
• Sending invitations and scheduling interviews
• Distributing intakes among colleagues
• Handling phone calls and emails from residents
• Scanning, printing, and archiving tasks
• Processing payment orders

Refugee Reception Cluster

• Planning and organizing meetings
• Organizing meetings inside and outside the town hall
• Administrative support for activities related to the reception of Ukrainian refugees

What you bring

You are a highly organized and proactive professional who thrives on planning, coordinating, and providing support. As the linchpin of the organization, you know how to connect people, processes, and tasks. You are approachable, communicate easily with various audiences, and ensure that commitments are met and information reaches the right people.

You naturally have a good sense of the big picture, are good at setting priorities, and remain calm when multiple tasks are happening at once. You’re digitally savvy, quickly get the hang of new systems and work methods, and know how to find your way independently. Precisely because this position is temporary, we’re looking for someone who can hit the ground running, process new information quickly, and add value to the team almost immediately.

In addition, you will bring the following:

• A completed vocational education (MBO) program, preferably in administration or secretarial studies
• Experience as an administrative and/or secretarial assistant
• You work with precision and can easily maintain an overview in a dynamic work environment
• You have strong organizational skills and can switch easily between different tasks
• You communicate clearly, professionally, and with a focus on the customer, both verbally and in writing
• You serve as a link between colleagues, managers, and external contacts
• You are digitally savvy, have experience with various systems, or can quickly learn new systems
• You are reliable, flexible, and know how to set priorities
• You are able to get up to speed quickly and take on tasks independently