Management Assistant / Project Coordinator

We are seeking a highly organized and ambitious Management Assistant to support the Functional Genomics section of our Human Genetics Department (working location at the Vrije Universiteit Amsterdam, employed by both the Amsterdam UMC and the VU). This multifaceted role encompasses secretarial and human resource responsibilities, and the coordination of various projects within the department. The ideal candidate will be proactive, adaptable, and capable of managing various administrative and project-related tasks efficiently and simultaneously.

Responsibilities include, but not limited to:

• Operational control of the Functional Genomics department.
• Project management of the BrainModel project (brainmodel.nl).
• Serving as the department’s primary point of contact for logistics, facilities, evaluations, and support of staff, students, and guests.
• Playing an active role in shaping and improving administrative processes, communication flows, and team support, contributing to a well-organized and future-proof department.
• Leading weekly section briefings with personnel and consulting with management on policies in recruitment, human resources, and IT.
• Collecting management information by sitting into biweekly institute management meetings.
• Managing multiple administration systems, including human resource platforms at the Vrije Universiteit Amsterdam and the VU Medical Center.
• Collecting, completing, and processing management information, such as designing and maintaining department reports, records, presentations, and policies.
• Supporting and organizing staff development to ensure correct application of procedures and working methods at each institution.
• Handling behind the scenes support for department operations (advising on university policy, booking rooms, managing building access, maintaining supplies).
• Managing the agenda for the department head and preparing management meetings for multiple teams across organizations, including the management team of Functional Genomics.
• Cultivating strong professional relationships with colleagues and fostering an inclusive and collaborative work environment.

The ideal candidate has:

• Experience in a similar role, with interest in supporting various projects.
• Interest in supporting scientists, researchers, and students.
• Experience working in an international setting; capable of operating and communicating effectively with people of diverse backgrounds.
• Comfortable operating within two university systems (VU and Amsterdam).
• Interest to develop within the role long-term and open to taking on more responsibilities, such as event organization and supporting higher level projects.
• A strong sense of ownership and initiative.
• The ability to prioritise and handle sensitive / confidential information.
• Excellent communication skills in English (oral and written), the primary language of communication in the role.