Office Manager & Team Assistant

South Pole is an energetic, global company offering comprehensive sustainability solutions and services. With offices spanning all continents across the globe, we strive to create a sustainable society and economy that positively impacts our climate, ecosystems and developing communities. With our solutions we inspire and enable our customers to create value from sustainability-related activities.

Our Corporate Functions team is the “enablement engine” of South Pole. Behind the scenes, we provide the business with world-class solutions and best practices that sustain business growth and success. We cover key areas such as Finance, HR, Office Management, Legal, IT, Operations, etc. If you are a smart, ambitious and dynamic professional with a strong passion to make a real difference in the fight against climate change, the below position may be right for you!


Job summary:

With the overall responsibility for the local office management and administration, you are the main contact for ensuring all office logistics run smoothly. You are responsible for managing the vendors that provide services to the office, as well as for implementing office health and safety standards in compliance with local laws. As a Team Assistant, you will provide close support to the senior leaders in a variety of administrative tasks and organisational needs.


Main tasks & responsibilities:

Office Management (50%):

  • Manage all reception duties, such as answering incoming calls and transferring them, receiving and attending to visitors and guests in the office, etc.
  • Responsible for organising all office supplies
  • Manage office’s logistics to ensure good working conditions
  • Assist employees with any office-related needs or challenges
  • Be the point of contact with the landlord; arrange desks and seating plans
  • Implement local health and safety procedures, communicate evacuation plan to colleagues
  • Administrate local insurances and be the point of contact with insurance providers, brokers and local authorities for topics related to general office administration
  • Assist with any Dutch-related correspondence for the office
  • Manage general communications to the Amsterdam office
  • Be the local point of contact to support our global Central Functions teams (finance, legal, HR, IT, operations) in various deliverables for the Amsterdam office
  • Organise internal events such as office outings, sports activities, well-being initiatives, after work drinks and activities, etc.
  • Support the Office Director in managing the office budget
  • Design, deliver and monitor local office sustainability initiatives and data
  • Be the bridge between the Amsterdam office and other global offices 

Team Assistant (50%):

  • Provide administrative support to the senior business leaders based in Amsterdam
  • Make travel arrangements, including but not limited to booking travel and hotels, handling all paperwork related to passports and business visas as needed
  • Support legal representative(s) in handling confidential documents and obtaining contract approvals and signatures
  • Support with calendar and inbox management, as requested
  • Manage and process business expenses
  • Assist with the organisation of external events, attendance to conferences, etc. as may be required
  • Execute a broad range of administrative and clerical duties, such as documents filing, data entry, etc.

Requirements:

  • Education in business administration or other relevant field
  • Previous work experience as Team Assistant, Personal Assistant, Administration Assistant, Office Manager, Executive Assistant, etc.
  • Advanced computer skills, especially in Google Suite
  • Native Dutch and proficient level of English are a must, both oral and written, any other languages are a plus
  • Ability to manage multiple priorities simultaneously while keeping strong attention to details
  • Sense of urgency, proactive, and efficiency-driven
  • Have good organisational and prioritisation skills
  • Excellent communication and collaboration skills
  • Comfortable working in a fast-paced multicultural environment

What we offer:

At South Pole, we care about our employees as much as we care about the planet. South Pole is not just an employer, we are a Team. South Pole does not just offer people a job, we offer you a career. By joining our team, you will find strong purpose and deep meaning in everything you do. You will have the chance to make a real difference for our clients and for the planet, working alongside a passionate team of like-minded colleagues, while building your knowledge/skills and developing your career in a fun, dynamic, international and fast-growing organisation. 

We’re a planet of 7.5 billion unique and different people. We all have a contribution to make and South Pole is proud to be an Equal Opportunity Employer. We do not discriminate on the basis of race, religion, colour, sex, gender identity, sexual orientation, age, national origin, marital status or disability. Our recruitment is decided on the basis of qualifications, merit and business need.

Or, know someone who would be a perfect fit? Let them know!

Amsterdam

Fred. Roeskestraat 115
1076 EE Amsterdam Directions jobs@southpole.com View page

Life as a Penguin on the Iceberg

With such an important mission, we expect a lot from our employees, and strive to give a lot in return. Because we care about our employees as much as we care about the planet.

  • Health & Wellbeing

    We believe that health is central to happiness. We organise many wellbeing activities such as yoga, meditation sessions, sports groups, healthy snacks, active breaks, etc.

  • Work-life balance

    From flexible working hours to flexible workplace (home office), with above-average vacation allowances, we strive to make the work and family life puzzle an easy one for our employees.

  • We practice what we preach

    From Vegan Days to plastic-free lunches, off-setting our own Company emissions and countless other initiatives, we fully live our values and lead by example on a daily basis.

  • Company outings and events

    It is not only hard work, we also have lots of fun! We frequently get together to celebrate our successes, do activities together and get to know each other better

What makes us unique

At South Pole, we are first and foremost a purpose-driven Company. People join us because they believe in our mission and want to be part of a community that fights together for our shared values and beliefs. But that is not the only reason why working at South Pole is such a rewarding experience...

  • We know that our vision to help create a greener world is both bold and challenging. To achieve it, we settle for nothing less than the absolute best.  We form a Community that is stronger than the sum of its parts.
  • Entrepreneurial at heart.  It’s not just our founders who are entrepreneurs. We actively promote an innovative mindset at all levels of the organisation, where each and every employee is encouraged to challenge the status quo and empowered to make decisions.   
  • Growing employees in a growing company.   With a team of smart, passionate and engaged colleagues, as well as an increasing demand from our clients, opportunities to learn, develop our skills and grow our careers are endless. 
  • All for one, and one for all!.  Above all other things, what truly drives our dedication and commitment to our purpose is our colleagues.  We learn from each other and grow together. Because that is who Penguins are.

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