Management Assistant 0,6 fte - Hiring in process/Finished, not possible to apply

Introduction

At the Department of Mathematics & Computer Science at TU/e, every day brings new challenges and opportunities. Do you enjoy working in a dynamic academic setting where accuracy, service and initiative make the difference and are you ready to take your secretarial career to the next level at one of Europe’s leading universities of technology?

Job Description

The department of Mathematics & Computer Science (M&CS) is looking for a Management Assistant for the board secretariat. As a Management Assistant for the board secretariat, you will play a critical role in supporting the smooth functioning of the board and office operations within the department. You will act as the primary point of contact for the vice-dean and the other board members, take on various responsibilities to ensure effective coordination and communication. Your duties will require a high level of organization, discretion, and proactivity.

As secretary, you will perform the following duties:

• You will be part of the M&CS board secretariat and provide secretarial support especially to the vice-dean, the other department board members, and the departmental office (HR, finance, facility services, policy, communication, PDO) and appointment committees (BACs).
• You work accurately and remain calm under pressure.
• You organize meetings with internal and external participants, managing complex calendars and ensuring everyone receives the right documents on time.
• You provide full secretarial support for BACs: agenda management, preparing and distributing papers, taking minutes in English, archiving files, and following up on action points.
• You provide practical support such as arranging room reservations, catering, ordering flowers and gifts.
• Planning and organizing social events for the department and office, such as the end-of-year drink and department event.
• Organizing the secretarial meetings including preparing the agenda and taking the minutes. Additionally organizing the Secretary’s Day, scheduling informal coffee moments, and sharing relevant information with other secretaries.
• You handle internal communication by sending out faculty mailings (Board Business, facility updates, newsletters, information from the board) and by keeping the department mailbox and several mailing lists up to date.
• You take care of administrative and financial processes, such as preparing and processing purchase orders, reimbursements, and travel requests, as well as handling incoming calls and correspondence in a professional and friendly manner.
• You provide practical and logistical support for departmental or educational activities when needed — for instance, preparing participant lists, supporting room setups, printing materials or certificates, and assisting during events or meetings.
• You provide practical support in facility and housing matters, including furniture requests, and liaise with Facility Services.
• You act as a backup for the colleague board secretaries to ensure continuity of service.

This is what your day might look like
You arrive on the third floor of MetaForum, greet your colleagues, and grab a cup of coffee. Before you can take your first sip, the vice-dean appears at your desk: “Can you move that meeting half an hour later? Something came up.” You immediately spring into action—check calendars, reschedule the room, and send out a new invitation.
Next, you open the shared inboxes: you filter messages, handle emails, create a day plan, assist colleagues who stop by with questions, and coordinate with other secretaries to schedule appointments.
In between, you arrange a bouquet of flowers, order TU/e sweaters for new colleagues, take care of coffee and tea for a meeting, and help an HR colleague with a purchase order number.
During lunch, you take a walk with your colleagues across the green campus—some fresh air before the afternoon begins.
In the afternoon, you prepare the meeting with your supervisor, and afterwards, you follow up on the action points that came out of it. Then you return to the inboxes and update the action list for upcoming PhD defenses.
At the end of the day, you sit down with the other management assistants to go over the planning for the next faculty event: the end-of-year reception.

You shut down your computer with a sense of satisfaction. Not every task from your to-do list got done today—but that’s fine, you’ll pick it up later this week. No day is ever the same here, and that’s exactly what makes working for the M&CS board so enjoyable: you’re the linchpin in a lively academic environment where everything comes together—from policy to people, from details to the bigger picture.

Job Requirements

We are looking for an experienced enthusiastic, committed, principled and independent team player who meets the following requirements:

• Education at MBO+ level, supplemented by secretarial training and preferably several years relevant experience in a similar position;
• You have an excellent command of English (C1 level or higher) and a good command of Dutch (at least B2 level). This enables you to communicate fluently, write meeting minutes in English, and handle internal correspondence in Dutch;
• An independent and proactive working attitude;
• A true team player mentality with a flexible attitude;
• Good communication and organizational skills;
• A service-oriented attitude, initiative and stress-resistant;
• It is preferred that you are available to work on Wednesdays.

If you are concerned that you don’t meet all the requirements sufficiently, but the job does excite you, then be sure to respond, we would love to look at your profile.

Conditions of employment

An exciting position within an international yet personal university. You are right in the middle of the students, on a green campus within walking distance of the central station. Besides beautiful architecture, you will find varied workplaces and excellent sports facilities. We also offer you:

• A monthly salary of minimum €3,057 to maximum €3,985 for full-time employment, depending on your knowledge and experience (scale 7 collective labour agreementfor Dutch Universities).
• A parttime position for 0.6 fte;
• In addition to vacation pay, a structural end-of-year bonus of 8.3%.
• A favorable arrangement for more holidays or a sabbatical.
• A selection model for additional fringe benefits.
• Working hours in consultation for an optimal work-life balance.
• Scope for your talent with advancement prospects and excellent development opportunities such as mentoring, workshops and coaching.
• Partially paid parental leave and reimbursement for commuting expenses, working from home and the internet.
• A generous employer contribution to the favorable ABP pension plan.

Here you can discover even more information about our conditions of employment. Build on your career at TU/e!

More information

Do you recognize yourself in this profile and would you like to have more information about the position, please contact the hiring manager: Manon van Leeuwen, m.c.j.v.leeuwen@tue.nl.

For questions about the application process or the conditions of employment, please contact HRServices.MCS@tue.nl.

Are you inspired and would like to know more about working at TU/e? Please visit our career page. 

Application

If you are interested, please use the ‘apply’ button to send us your CV and letter of application with your motivation and a description of your qualifications.

Screening of candidates begins as soon as applications are received and continues until the position is filled. Where applicable, internal candidates will be given priority over external candidates where they are equally suitable.

We look forward to receiving your application!

Important note for non-EU applicants:
Please be aware that for this position, specific residence permit requirements apply. If you are a non-EU national, you may not be eligible to legally work in this role under current Dutch immigration regulations. We strongly advise you to contact our Staff Immigration Team (staffimmigration@tue.nl) before applying to check your eligibility and to receive further guidance.

Please note

• You can apply online. We will not process applications sent by email and/or post. 
• A pre-employment screening (e.g. knowledge security check) can be part of the selection procedure. For more information on the knowledge security check, please consult Chapter 8 of the National Knowledge Security Guidelines.
• Please do not contact us for unsolicited services.