Executive & Office Administrator

Location: Waalre
Contract: 32 hours/week (0.8 FTE) 
Position: Executive & Office Administrator
Department: HR & Administration

Are you the anchor of our organisation?
Vivolta is growing fast. We develop innovative solutions and are building a strong team. To support our leadership and keep our operations running smoothly, we are looking for an Executive & Office Administrator,  someone who maintains overview, acts proactively, and ensures nothing falls through the cracks.  

Reporting directly to the CEO and CTIO, you will be the trusted right hand of our management team. From board-level correspondence and subsidy administration to day-to-day office operations: you make it all happen.

What you will do

Executive Support  
– Act as the primary gatekeeper and point of contact for the CEO, CTIO and management team, enabling them to focus on strategic priorities. 
– Manage complex agendas, scheduling, and calendar coordination. 
– Handle stakeholder correspondence with shareholders, board members, legal counsel, banks etc.. 
– Manage higher-level administrative matters: insurances, NDAs, contracts, facilities, legal coordination, and SDG-related administration. 
– Support and coordinate special programmes and projects
– Arrange travel, meetings, and off-site logistics.  

General Administration  
– Manage all incoming and outgoing communications professionally: phone calls, e-mail, website inquiries, LinkedIn, and physical mail. 
– Maintain accurate filing systems, databases, and internal documentation (digital and physical). 
– Manage project hours administration and timekeeping. 
– Handle subsidy administration and reporting, including WBSO and other applicable programmes. 
– Ensure compliance with subsidy agency reporting and administration requirements. 
– Lead and initiate administrative improvements as Vivolta scales.  

Office Operations  
– Oversee day-to-day office operations. 
– Coordinate company events, trade shows, team activities, and off-sites. 
– Act as a supporter in BHV (emergency response), SHE, and RI&E processes. 
– Support purchasing and logistics coordination. 
– Assist with finance-related administration in close cooperation with the controller, including accounts payable/receivable, invoice processing, and expense reports.

What do you bring? 
Education & Experience 
– MBO or HBO degree in Business Administration, Finance, Office Management, or a related field; or equivalent work experience. 
– Minimum 2 years of experience in an administrative role with relevant responsibilities. 
– Affinity with compliance and reporting requirements; experience with subsidy administration is a plus. 
– Proficiency in Microsoft Office 365 (Outlook, Word, Excel, Teams).  

Skills & Competencies  
– Highly organised with strong attention to detail and follow-through. 
– Excellent written and verbal communication skills in both Dutch and English. 
– Comfortable working with financial data and management reports. 
– Service-oriented with a proactive, can-do mindset, you anticipate needs before they arise. 
– Reliable, punctual, and discreet (you handle confidential information with care). 
– Comfortable working in a fast-growing environment where processes are still being shaped.

 Why Vivolta?
– Excellent secondary benefits, such as pension, with a fulltime contract (40 hours) 25+ days off and 5 ADV days and a company lease-a-bike option.
– Unique perks such as Stock Appreciation Rights (SARs) upon transition to a permanent contract.
– Development opportunities through training and/or courses, both in-house and external.
– A versatile role with direct impact on Vivolta’s growth, within a dynamic scale-up environment with a driven, ambitious team. 
– Team-building activities that support both professional growth and workplace enjoyment
– A long-term career perspective within a fast-growing MedTech company. 

Interested?
We’d love to hear from you! Contact us on jobs@vivolta.com or apply via our website.  

Heads up!
Please note: We are building our team directly and are not engaging with external recruitment agencies at this time. 

Also, please note that Vivolta is not a recognized sponsor for visa applications. This means we’re currently only able to consider candidates with a valid EU work permit.