Executive Business Assistant & Project Coordinator

Position Summary

This role provides high-level executive support to the Country Manager and plays a critical coordination role across governance, risk management, events, and priority projects. The Executive Assistant & Project Coordinator enables effective decision-making, strong operational oversight, and disciplined execution across the Netherlands organisation.

You will work at the centre of the business, supporting senior leadership forums, managing key processes, and coordinating cross‑functional initiatives. This role suits someone who is highly organised, proactive, comfortable operating in a regulated environment, and motivated by making a visible impact.

• Provide direct executive support to the Country Manager across planning, oversight and execution of business activities.
• Act as Secretary for key governance and business management bodies, including the Leadership Team, RMCB, Crisis Committee, Sponsorship Committee, and Grant & Donation Committee.
• Lead agenda planning, preparation of meeting materials, tracking of decisions and actions, and follow‑up to support delivery of business objectives.
• Support the Country Manager in the annual sign‑off process of the Transfer of Value (TOV) Transparency declarations (EFPIA and Dutch Transparency Register) by ensuring review and completeness of all in‑scope TOV to HCOs, HCPs and PAGs.

• Manage daily office and administrative requests, including office post handling, monitoring of the ViiV email inbox, and maintenance of company archives.
• Support onboarding and practical needs for new and existing team members.
• Create, maintain and manage annual Purchase Orders (POs), including changes and updates as required throughout the year.

• Coordinate logistics for internal meetings and events such as Comm Cell meetings, Cycle Meetings and team gatherings.
• Manage agendas, calendar invitations, venue sourcing, logistical arrangements and post‑meeting action tracking.

• Act as the designated Risk Owner at RMCB level for the “Third Party Engagement” risk.
• Maintain continuous oversight of third‑party engagements, ensuring activities are conducted in compliance with Third Party Risk Management (TPRM) procedures.
• Monitor processes and controls to identify risks early and support appropriate mitigation.
• Serve as the ambassador and first‑line guide for third‑party risk management within the country team.
• Create clear, practical guidance for business stakeholders, proactively directing business owners to the correct procedures, tools and approvals.
• Bridge capability and knowledge gaps to ensure compliant and efficient execution of third‑party engagements.
• Support preparation and execution of internal and external audits related to third‑party engagement and governance processes.
• Ensure timely completion of assigned management monitoring activities, working closely with the Hub Compliance Lead to maintain audit readiness.

• Lead the optimisation of sponsorship investments, acting as business owner where appropriate and feasible.
• Continue to optimise the implementation of the sponsorship approach, managing the end‑to‑end process in collaboration with cross‑functional partners.
• Provide coordination and operational support for country priority projects.
• Coordinate logistics for internal meetings and events such as Comm Cell meetings, Cycle Meetings and team gatherings.
• Manage agendas, calendar invitations, venue sourcing, logistical arrangements and post‑meeting action tracking.

• Bachelor’s degree or equivalent work experience.
• Minimum 3 years’ experience supporting senior leaders, teams, or projects.
• Strong organisational skills and proven ability to manage competing priorities.
• Excellent written and verbal communication skills in Dutch and English.
• Confident user of Microsoft Office (Outlook, Word, Excel, PowerPoint) and collaboration tools.
• Demonstrated digital fluency, with the ability to embrace digital and AI‑enabled tools to increase personal productivity, work efficiency, and collaboration across…