Program Management Assistant

Eindhoven, Netherlands
Hybrid / On-site

About the Role

We are seeking a highly organized and proactive Program Management Assistant to support a dynamic program and project environment within a large public-sector organization based in Eindhoven, Netherlands.

In this role, you will provide comprehensive administrative, secretarial, and project support to program managers and project leaders. You will play a key role in ensuring smooth operations, effective communication, structured documentation, and successful coordination of projects and events.

This position is ideal for a detail-oriented professional who thrives in a collaborative environment and enjoys balancing administrative excellence with project support responsibilities.

Key Responsibilities

Secretarial Support

• Manage complex calendars and schedule, coordinate, and reschedule appointments.
• Handle incoming questions, requests, and telephone inquiries.
• Organize meetings, workshops, consultations, and events involving both internal and external stakeholders.
• Prepare meeting agendas, collect supporting documentation, and distribute meeting materials.
• Take meeting minutes when required and monitor follow-up actions.
• Track progress and ensure timely completion of agreed actions.

Administrative Support

• Organize and maintain Microsoft Teams environments for programs and projects.
• Create structure within digital collaboration environments and support colleagues in using collaboration tools effectively.
• Manage shared mailboxes, process incoming correspondence, and coordinate follow-up actions.
• Assist with document management, archiving, and records administration.
• Identify and propose improvements to administrative and operational processes.

Project & Program Support

• Monitor project timelines, milestones, and schedules.
• Support project leaders and program managers with planning and coordination activities.
• Contribute to projects and events by tracking activities, preparing reports, and maintaining progress overviews.
• Create dashboards, schedules, and status updates to support project delivery.
• Assist in coordinating multiple activities simultaneously while maintaining accuracy and attention to detail.

Required Qualifications

• Secondary vocational education (MBO) level working and thinking capability, preferably in an administrative, secretarial, or related field.
• Several years of experience as a Program Assistant, Program Support Officer, Project Assistant, or Project Support Officer.
• Excellent command of the Dutch language, both written and spoken.
• Strong knowledge of Microsoft Office applications.
• Experience working with Microsoft Teams and digital collaboration platforms.
• Demonstrated organizational awareness, accuracy, and a proactive working style.

Key Competencies

• Organization and Planning
• Administrative Excellence
• Attention to Detail
• Communication Skills
• Stakeholder Support
• Time Management
• Problem Solving
• Proactivity
• Organizational Sensitivity
• Team Collaboration

What You'll Bring

You are a structured and dependable professional who enjoys bringing order to complex environments. You can effectively manage multiple priorities, support senior stakeholders, and ensure projects run smoothly through strong administrative and organizational skills.

You take initiative, anticipate needs before they arise, and are comfortable working in a fast-paced project environment where collaboration and accuracy are essential.

Additional Information

• CVs should be submitted in Dutch.
• Candidates should possess valid identification documentation that can be verified during the recruitment process.
• A pre-employment screening may form part of the onboarding process.
• Compensation will be based on the candidate's knowledge, skills, and relevant experience.

This is an excellent opportunity to contribute to meaningful public-sector programs while working within a collaborative and professional environment.