Key Skills

Job Description

IXTE is a boutique marketing agency for the financial sector, based in Delft. We work with investment funds, financial service providers and other companies operating in finance. We are looking for an organised and hands-on Executive Assistant / Operations Coordinator who can support the Managing Director and help keep the day-to-day organisation running smoothly. This is a broad role. Some days you will be managing calendars and preparing meetings, other days you might be coordinating something with a supplier, organising an event, following up with the team or solving a practical issue that suddenly comes up. We are looking for someone who enjoys being that all-round person who keeps an eye on things and makes sure they actually get done. What you will do ● Keep the day-to-day operations of IXTE organised, structured and running smoothly ● Manage the Managing Director’s calendar, inbox, priorities and follow-up actions ● Work intensively with our project management software to track tasks, deadlines, responsibilities and recurring processes ● Coordinate ongoing client work, internal tasks, freelancers, suppliers and external partners ● Translate instructions, meetings and emails into clear actions and make sure they are followed through ● Handle operational, administrative and practical matters accurately and with a strong sense of urgency ● Prepare and coordinate meetings, documents, presentations, client materials and internal communication ● Follow established processes, priorities and instructions carefully, while proactively flagging issues when needed ● Maintain a clear overview of what is outstanding, chase actions where necessary and ensure nothing falls between the cracks ● Step in wherever needed to solve problems, execute tasks and keep the business moving Who we are looking for You are structured, practical and comfortable taking initiative. You don’t need a perfectly defined task list before getting started. You notice what needs to happen, ask questions when necessary and make sure things move forward. Ideally, you have: ● Experience in executive support, operations, office management, planning or a similar role ● Strong organisational skills ● A proactive and hands-on mindset ● Good written and spoken English ● Confidence communicating with different stakeholders ● Strong attention to detail ● A high level of discretion ● The ability to switch easily between different types of tasks Experience in an agency, professional services, finance or another fast-moving environment is useful, but not required. What we offer ● A salary between €3,000 and €5,500 gross per month on a full-time basis ● €5,000 signing-bonus when you get the job. ● Part-time and full-time options ● Flexible working hours ● A broad role with plenty of variety ● Direct collaboration with the Managing Director ● A lot of responsibility and freedom in how you organise your work ● An office in Delft ● The opportunity to grow with the company and shape the role over time This role suits someone who likes variety, enjoys creating structure and is happy being the person people turn to when something simply needs to get organised or solved.

Core Responsibilities

Organize day-to-day operations and support the Managing Director by managing calendars, inboxes, priorities, meetings, and follow-up actions. Coordinate client work, internal tasks, freelancers, suppliers, and partners while tracking deadlines and resolving practical issues.

Requirements

Candidates should have experience in executive support, operations, office management, planning, or a similar role, along with strong organizational skills, attention to detail, discretion, and the ability to manage varied tasks. They should be proactive, comfortable communicating with different stakeholders, and have good written and spoken English; experience in an agency, professional services, finance, or another fast-moving environment is useful but not required.

Benefits

• Signing Bonus
• Part-Time and Full-Time Options
• Flexible Working Hours
• Varied Role
• Direct Collaboration With the Managing Director
• Responsibility and Autonomy
• Office in Delft
• Growth Opportunities