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Senior Management Assistant, Scent

Date: Nov 24, 2021

Location: Hilversum, NL, 1221 JT

Company: IFF Family of Companies

IFF Summary


IFF is a true innovation partner to our customers. Our Company is a purpose-driven enterprise, uniquely positioned at the intersection of creativity, science, and innovation to shape the future of our industry and improve our world. 
At IFF, the heart of our company is fueled by a sense of discovery, constantly asking “what if?”. That passion for exploration drives us to co-create unique solutions & products ranging from scents and tastes in fine fragrances and beauty, detergents, and household goods, as well as beloved foods, beverages, and health solutions. 

Job Summary


The primary focus of the role is to ensure required organizational assistance is provided to the senior leaders and their teams for the Scent BU in the Hilversum Creative Center. You will also be responsible for the management of Management Assistants team based in Hilversum. The expectation from the role is to oversee the organizational activities in the Creative Center and ensure flawless execution by acting yourself or assigning tasks to your team where needed. The ideal candidate is a self-starter, has a high level of pro-activeness, ownership, attention to detail and can easily navigate between different layers of the organization. Occasional project coordination assignments can be expected, experience with project coordination is a plus. Excellent level of Business English and proficient level of Dutch are required for this role.


The position is full-time and based in Hilversum, Netherlands

Key Responsibilities


  • Heavy meeting scheduling and calendar management for individuals who are located around the world; requires great attention to detail and excellent interpersonal skills.
  • Manage agendas, meeting notes, e-mails, and other communications on behalf of management. Follow up on deliverables assigned to meeting attendees where needed.
  • Ownership of Purchase Order creation and follow up.
  • Coordinate all travel, including air, hotel, and other reservations. Due to high volume of travel, schedule, and itinerary change frequently. In some cases, support may be required outside of office hours. 
  • Coordinate visa applications for travelling.
  • Greet callers and visitors, serving as a positive representative for the global leader.
  • Maintain and order office equipment and supplies.
  • Manage team of Management Assistants and ensure effective assistance support is in place.
  • Demonstrates extremely high level of ethics, professionalism, and confidentiality at all times.


Required Skills:


  • Excellent Organizing & Planning skills
  • Pro-active
  • Ownership of tasks and ability to execute independently
  • Agility
  • Flexibility
  • Excellent Communication (Written & Verbal)
  • Problem-solving mindset
  • Drive for results
  • Extremely high level of ethics & confidentiality
  • Team player

Required Experience:


  • Related experience is a highly preferred advantage
  • Business English is a must, proficient level of Dutch is not required but considered as an asset
  • Knowledge of SAP is an advantage
  • Strong project coordination skills
  • Global orientation
  • Flexible and high-pressure threshold
  • Proficiency in MS office (Word, Excel & Power Point)


Reporting line:


  • You will report directly to the Creative Center Manager, Hilversum.