FEMS is seeking a highly organised professional administrator to support the Executive Director in leading an ambitious change programme to secure FEMS’s place as an important and valuable contributor to the European microbiology community.

The Executive Assistant plays a critical role in ensuring the efficient day-to-day operation of the office and enabling the Executive Director to focus on strategic priorities. Reporting directly to the Executive Director, you will provide high-level administrative and operational support while working closely with staff, Board members, and external stakeholders.

This role requires excellent organisational skills, including complex diary and meeting management, coordination of international travel, oversight of office processes, and a natural inclination to anticipate and prepare for future requirements. The overall objective of the role is to support the Executive Director to enable her to maximise her time to deliver the highest level of benefit to the organisation. The ability to work independently is vital.

Key responsibilities

Executive Support:

• Manage the Executive Director’s diary and calendar, prioritising appointments and ensuring effective time management.
• Coordinate meetings, including scheduling, supporting the preparation of agendas, and follow-ups.
• Organise travel arrangements and itineraries.
• Support the preparation and collation of briefing materials, notes, and supporting documents for meetings.
• Manage business expenses in collaboration with the Finance Officer.
• Handle confidential information with discretion and sensitivity.

Team Coordination & Office Management:

• Supported by the Events Team, plan and coordinate team meetings and team-building activities, ensuring smooth logistics and clear internal communication for a hybrid Office team.
• Act as liaison for our Office Hubs in The Hague and Delft. Book and manage meeting spaces and oversee office invoice management as required.
• Oversee inventory, office supplies, and storage, ensuring the office is well-resourced and organised.
• Ensure administrative processes and workflows are efficient, accurate, and timely.
• Support ad-hoc projects and initiatives as directed by the Executive Director.

Requirements and competencies:

• Relevant experience in executive support or senior administrative roles
• Able to work independently, proactively think ahead and prepares accordingly.
• Take ownership of the Executive Director’s calendar and workload.
• Dynamic with good organisational skills and meticulous attention to detail.
• Confidence to use own judgment and ability to understand when escalation is necessary.
• Ability to time manage effectively and to prioritise work, working well under pressure.
• A solutions-mindset and confidence in approaching new challenges, with strong professional judgement and discretion
• Excellent communication skills in English, both written and oral.
• Strong working knowledge of Microsoft Office Applications.
• A valid work permit and living in the Netherlands.
• Knowledge of non-profit or membership organisations and having project management experience skills/experience is considered as a desirable.

What we offer you

We are an inclusive organization that values equal opportunities. We are keen to attract talented individuals from a diverse range of backgrounds. We offer:

• Working hours: the position is offered at 0.8–1.0 FTE (32–36 hours per week)
• Salary: a starting gross full-time salary of between EUR 3,675 and EUR 4,000 per month, depending on work experience and education (full time is 36-hours a week)
• Duration: an initial contract for 12 months from the commencement of employment, with an option of extension
• Hybrid working: we work at least 2 days per week at the office in The Hague
• Team: a welcoming, international, growing, innovative and enthusiastic team
• Holiday allowance: 8% (paid in May)
• Time off: 29 holidays per year of which 5 days are when the office is closed at the end of the year. Plus a paid day off on your birthday.
• Work-life balance: an employer that promotes family-friendly and work-life balance practices
• Every fortnight a day off: flexible working environment with the ability to work (partly) from home and when full time, work 9 days out of 10

Applications 

The application deadline is 18 May 2026. FEMS may select candidates for interview prior to this date. Please submit your CV and cover letter including your reasons for applying and your relevant experience.