Administrative Specialist
AACSB International, Netherlands
Job Description
AACSB is the world’s leading voice in business education, providing quality assurance (accreditation), intelligence and thought leadership, and learning and development (e.g., conferences, seminars, digital learning) opportunities to over 1,800 member organizations and more than 1000+ accredited business schools in over 100 countries and territories. AACSB’s core values of quality, community, social responsibility, diversity and inclusion, and ethics are all viewed through a global lens in our collective commitment to transform business education for positive societal impact. Synonymous with the highest standards of excellence since 1916, AACSB connects educators, students, and business to develop the next generation of great leaders.
As the Administrative Specialist, you will be responsible for overseeing the general administrative function and activities of the EMEA office.
How you will Contribute:
- Performs or facilitates maintenance of office equipment including minor cleaning and maintenance, and communicates with the building administrator when repairs are necessary, notifying the Director of Facilities and Administration about any major issues.
- Provides clerical support when needed to assist clerical staff with assigned administrative duties such as answering phones, sorting, and distributing mail, processing invoices, and preparing documents.
- Maintains inventory of office supplies; orders new supplies as needed.
- Supports international shipments and requirements as determined by Membership, Accreditation, and Marketing functions in the EMEA Office.
- Maintains office files; implements an efficient system for other staff to access files and records.
- Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
- Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement in collaboration with the Director of Facilities and Administration as needed.
- Designs and implements office policies by establishing standards and procedures, measuring results against standards, and making necessary adjustments.
- Keeps management informed by reviewing and analyzing special reports; summarizing information; and identifying trends.
- Achieves financial objectives by supporting the Managing Director and preparing an annual EMEA operating and office budget, scheduling expenditures, analyzing variances, and initiating corrective actions. Maintaining quarterly EMEA budget updates and performance to plan.
- When necessary, responds to queries and interacts with Netherlands Chamber of Commerce, KVK and/or Amsterdam Chamber of Commerce and Dutch Registry Smart Portal and other vendors. Under the direction of the Director of Facilities and Administration, interacts with local insurance provider and maintains/reviews general liability and office contracts.
- Ongoing interaction with UP Building and commercial real estate firm CBRE in Amsterdam. Participates in lease negotiations with the Director of Facilities and Administration.
- Assumes primary ERO (emergency response officer) role for the EMEA Office. Training will be provided.
- Manages local life-safety policies as well as communication alerts through the Alert Media portal.
- Confer with Human Resources as needed to provide assistance with HR matters and inquiries related to the EMEA Office.
- Supports EMEA Managing Director in a Professional Assistant role.
- Performs other related duties as assigned.
Requirements
- Ability to type at least 60 words per minute.
- Extensive knowledge of office management procedures.
- Excellent verbal and written communication skills both in Dutch and English
- Excellent interpersonal and customer service skills.
- Excellent organizational skills and attention to detail.
- Excellent time management skills with a proven ability to meet deadlines.
- Proficient with Microsoft Office Suite including Excel or related software.
- At least three years of administrative and clerical experience required.
- High school diploma or equivalent required.
- Prolonged periods sitting at a desk and working on a computer.
- Must be able to lift up to 15 pounds at times.
Preferred Qualifications
- Associate’s degree in office administration or related field preferred.
- Knowledge of Dutch HR law and procedures is a plus.
Why Join AACSB?
We take pride in providing our employees with an inclusive work environment that promotes individual development. Our employees say our benefits, location, flexible work environment, and their colleagues are the primary drivers that attract and keep them with AACSB.