Key Skills

Job Description

Introduction Are you organized, proactive, and ready for the next step in your career, finding satisfaction in providing essential support to a board and office? Then we’d love to have you on our team! Job Description The department of Mathematics & Computer Science (M&CS) is looking for a Management Assistant for the Board secretariat. As a Management Assistant for the Board Secretariat, you will play a critical role in supporting the smooth functioning of the board and office operations within the department. You will act as the primary point of contact for board members and take on various responsibilities to ensure effective coordination and communication. Your duties will require a high level of organization, discretion, and proactivity. You Will Perform The Following Duties You will be part of the M&CS board secretariat and provide secretarial support especially to the managing director, the other department board members, and the departmental office (HR, finance, facility services, policy, communication, PDO) and appointment committees (BACs). You work accurately and remain calm under pressure. You organize meetings with internal and external participants, managing complex calendars and ensuring everyone receives the right documents on time. You provide full secretarial support for BACs: agenda management, preparing and distributing papers, taking minutes in English, archiving files, and following up on action points. You provide practical support such as arranging room reservations, catering, ordering flowers and gifts. Planning and organizing social events for the department and office, such as the end-of-year drink and department event. Organizing the secretarial meetings. Additionally organizing the Secretary’s Day, scheduling informal coffee moments, and sharing relevant information with other secretaries. You handle internal communication by sending out department mailings (Board Business, facility updates, newsletters, information from the board) and by keeping the department mailbox and several mailing lists up to date. You take care of administrative and financial processes, such as preparing and processing purchase orders, reimbursements, and travel requests, as well as handling incoming calls and correspondence in a professional and friendly manner. You provide practical support in facility and housing matters, including furniture requests, and liaise with Facility Services. You act as a backup for the colleague board secretaries to ensure continuity of service. Job Requirements We are looking for an enthusiastic, committed and independent team player who recognizes himself in the following points: Secretarial or administrative education and thinking level at least HBO level and have relevant work experience at board level; You are accurate, representative, discrete, reliable and communicative; Organizational and supportive, stress-resistant and solution-oriented, think along and shift gears quickly; Extensive experience working with MS Office (calendar management via Outlook, Word, PowerPoint, SharePoint, Excel); Affinity with and knowledge of the primary target groups: (TU/e) students and scientists; You communicate effectively in both fluent (business) English and Dutch, orally and in writing; You are able to build positive relationships with the board and management, colleagues and relations at all levels of the organization; You are a team player with a presentable approach and a hospitality mentality; working in an occasionally hectic office environment energizes you; You are a proactive and enthusiastic person, willing to take initiative. You feel comfortable in an administrative and international environment and know how to prioritize under pressure; You do not get stressed by a hectic environment where ad hoc appointments and activities frequently take place; You enjoy working with different stakeholders; You are open to new developments and changes and make recommendations for improving the further professionalization of our management support organization. If you are concerned that you don’t meet all the requirements sufficiently, but the job does excite you, then be sure to respond, we would love to look at your profile. Conditions of Employment An exciting position within an international yet personal university. You are right in the middle of the students, on a green campus within walking distance of the central station. Besides beautiful architecture, you will find varied workplaces and excellent sports facilities. We Also Offer You Salary in accordance with the Collective Labour Agreement for Dutch Universities, scale 8, ranging from €3,537 to €4,673 gross base salary per month (full-time), depending on your knowledge and experience. In addition to your base salary, you will receive an 8% holiday allowance and an 8.3% year-end bonus, both calculated based on your annual gross base salary. Generous leave options: a standard 29 days (based on a 38 hour working week) per year that you can increase to 41 days by working two hours more per week (flexible working hours). This is prorated if you work part-time. As a TU/e employee, you participate in the ABP pension scheme, providing retirement pension and pension benefits for surviving dependents and occupational disability. TU/e pays 70% of the pension premium, while employees contribute the remaining 30%. A favorable arrangement for more holidays or a sabbatical. A selection model for additional fringe benefits. Working hours in consultation for an optimal work-life balance. Unlimited access to the modern on‑campus TU/e Student Sports Center at an exceptionally affordable rate. We support your wellbeing with free 24/7 access to OpenUp, providing you and your family with mental health support, expert guidance, and online training. Scope for your talent with advancement prospects and excellent development opportunities such as mentoring, workshops and coaching. Partially paid parental leave and reimbursement for commuting expenses, working from home and the internet. On our website you can discover even more information about our conditions of employment. Build on your career at TU/e! About Us We are a leading international university where scientific curiosity meets a hands-on mindset. We work in an open and collaborative way with high-tech industries to tackle complex societal challenges. Our responsible and respectful approach ensures impact — today and in the future. TU/e is home to over 13,000 students and more than 7,000 staff, forming a diverse and vibrant academic community. Discover what Light Up means to TU/e in our short company video. Our university is located in Brainport Eindhoven — a world‑leading tech region with more than 7,000 high‑tech companies and strong R&D activity. Known for breakthroughs in AI, photonics, semiconductors and advanced manufacturing, Brainport is a place where technology serves people and society. Learn more about the Brainport region here. As one of the largest and most dynamic academic communities in the Netherlands, the department Mathematics and Computer Science (M&CS) brings together more than 140 scientific staff, over 250 PhD and EngD candidates, and more than 3000 students. We collaborate closely with leading industrial partners in the Brainport Eindhoven region and with universities across the globe—creating a uniquely fertile environment for both fundamental breakthroughs and applied innovation. Information Do you recognize yourself in this profile and would you like to have more information about the position, please contact the hiring manager: Manon van Leeuwen, Departmental Secretariat M&CS, [email protected]@tue.nl or +31 40 247 2750. Visit our website for more information about the application process. You can also contact HR Services at [email protected]. Are you inspired and would like to know more about working at TU/e? Please visit our career page. Application If you are interested, please use the ‘apply’ button to send us your CV and letter of application with your motivation and a description of your qualifications. Ensure that you submit all the requested application documents. We give priority to complete applications. Screening of candidates begins as soon as applications are received and continues until the position is filled. Where applicable, internal candidates will be given priority over external candidates where they are equally suitable. We look forward to receiving your application! Please note You can apply online. We will not process applications sent by email and/or post. A pre-employment screening (e.g. knowledge security check) can be part of the selection procedure. For more information on the knowledge security check, please consult the National Knowledge Security Guidelines. Important for non-EU applicants: Please be aware that for this position, specific residence permit requirements apply. If you are a non-EU national, you may not be eligible to legally work in this role under current Dutch immigration regulations. We strongly advise you to contact our Staff Immigration Team ([email protected]) before applying to check your eligibility and to receive further guidance. Please do not contact us for unsolicited services.

Core Responsibilities

Provide secretarial and administrative support to the department’s board, office, and appointment committees, including coordinating meetings, preparing documents, taking minutes, and tracking follow-up actions. Manage communications, events, administrative and financial processes, facilities requests, and backup coverage for fellow board secretaries.

Requirements

Applicants should have secretarial or administrative education at least at HBO level and relevant experience supporting board-level work. They should be organized, discreet, reliable, proactive, comfortable prioritizing in a busy environment, proficient with Microsoft Office, and fluent in business English and Dutch.

Benefits

• Holiday Allowance
• Year-End Bonus
• Paid Leave
• Pension Scheme
• Flexible Working Hours
• Additional Holiday Or Sabbatical Options
• Sports Center Access
• Mental Health Support
• Professional Development Opportunities
• Partially Paid Parental Leave
• Commuting Expense Reimbursement
• Work-From-Home Expense Reimbursement
• Internet Expense Reimbursement