Executive Assistant

Executive Assistant to the Managing Director, STM Journals Amsterdam, hybrid, part time, 4 days per week Would you love a varied role in our collaborative team?

Do you enjoy supporting Senior Leaders?

About the Role The STM Journals team at Elsevier is looking for an experienced Executive Assistant to provide high-level support to the Managing Director Journals and key members of the STMJ Leadership Team. This is a trusted, high-impact role at the heart of a fast-paced global organisation. You will be a key partner in keeping the MD and leadership running effectively — handling sensitive matters with sound judgment, enabling the team to operate at its best, and serving as the primary point of contact for internal and external stakeholders.

What You'll Do Calendar & communications management

Proactively manage the MD's complex, evolving calendar across multiple time zones; coordinate meetings, resolve conflicts, and ensure the right people are in the right place at the right time;

Screen and prioritise email and phone communications; draft and send responses on the MD's behalf where appropriate;

Anticipate upcoming commitments and deadlines; maintain systems that keep the executive ahead of schedule.

Travel & logistics

Arrange complex domestic and international travel — flights, visas, hotels, ground transport, and meeting agendas — coordinating proactively across multiple stakeholders;

Prepare comprehensive travel folders with background, relevant contacts, and time zone information.

Meetings & events

Prepare briefing materials and research packs for meetings; liaise with staff to ensure timely delivery of relevant collateral;

Set up and facilitate meetings across in-person, hybrid, and virtual settings (Microsoft Teams); manage technical logistics and follow up on action items;

Support planning and execution of leadership offsites, team events, and external engagements.

Administration & operations

Process expense reports, invoices, and reimbursement requests accurately and on time;

Maintain filing systems, CRM contact databases, and records with care and attention to detail;

Handle confidential correspondence and sensitive information with professionalism and discretion at all times;

Support procurement and contract administration using relevant tools.

Stakeholder relationships

Build and maintain strong working relationships with internal and external stakeholders at all levels;

Work closely with other Executive Assistants to ensure seamless coverage and support across the leadership team, especially during peak periods or absences;

Represent STM Journals with professionalism and warmth in all interactions.

Project Support Support special projects and initiatives led by the MD or other members of the STMJ LT;

Help monitor progress on priorities and ensure alignment across teams;

Support planning and execution of offsites, and key organizational events.

What You Bring Solid experience in an executive support role, ideally supporting senior leaders in a global, matrixed organisation;

Exceptional organisational skills with the ability to manage multiple competing priorities and deadlines — calmly, efficiently, and without losing the detail;

Good written and verbal communication skills; able to draft clear, professional correspondence and communications independently;

High proficiency with Microsoft 365:
Outlook, Teams, Word, Excel, and PowerPoint;

Demonstrated fluency with AI productivity tools — such as Microsoft Copilot, ChatGPT, or similar;

Proven ability to handle confidential information with absolute discretion and sound, independent judgment;

Cultural awareness and demonstrated ability to work effectively with colleagues and stakeholders across different countries and backgrounds;

Experience with travel management platforms, expense tools, and procurement systems is an advantage.

Who You Are You thrive in a fast-paced, global environment and bring a proactive, pragmatic, solutions-oriented mindset to everything you do. You're comfortable working independently from conception to completion, navigating ambiguity, and pivoting quickly when priorities shift. You are able to work under pressure at times to handle a wide…