Administrative - Secretarial assistant

(24–32 hours hybrid)

As an administrative and secretarial assistant, you ensure that everything runs smoothly behind the scenes. Thanks to your support, team managers, colleagues, and projects can function optimally. You contribute to a well-organized service for residents, including people who rely on social assistance and refugees who are temporarily sheltered. A varied and meaningful position in which your organizational talent really has an impact.

Active for Work
We help residents find their place in society. From supporting them in finding work through the Participation Act to guiding them in social participation and integration. Together, we ensure that people can use their talents and participate fully in society. Our team is professional, committed, and ready to achieve results together.
 
The challenge you will take on
In this role, you will be primarily responsible for providing secretarial support to three team managers. In addition, you will support the administration and front office of the Active for Work team and take on tasks within the Refugee Reception cluster. You will work in an environment where planning, switching gears, and maintaining an overview are key.
The distribution of your work is approximately as follows:

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

• 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

• 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

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

• A completed vocational education program, preferably in administration or secretarial studies
• Experience as an administrative and/or secretarial assistant
• You work accurately and easily maintain an overview.
• You have strong organizational skills and switch smoothly between different tasks.
• You communicate clearly and in a customer-oriented manner, both by telephone and in writing.
• You are digitally savvy and learn systems quickly.
• You are reliable, flexible, and know how to prioritize.

A temporary role with meaning
You will start in a temporary position as a replacement due to illness, for a period of 6 months. Depending on the situation, there is the possibility of extending this period by another 6 months. During this time, you will make an immediate impact and get to know our organization from the inside out.