The Embassy of the Kingdom of the Netherlands in Washington DC has a fulltime (40 hours per week) vacancy for a Senior Management Assistant at the Innovation Department within the Economic Cluster. This department aims to grow the future earning capacity of Dutch industry by promoting innovation, technology and science cooperation with the US. The Innovation Network team consists of 12 people (5 in DC, 3 in Boston, 3 in San Francisco, 1 in Toronto). Besides working for the Innovation team, the Senior Management Assistant will also work for the Counselor for Infrastructure and Water (I&W) and the I&W team. The I&W team consists of 3 people (3 in DC and 1 in San Francisco).

Both Counselors, and the innovation team are part of the economic cluster. This cluster includes trade and investment and representatives from the departments of Economic Affairs, Finance, Agriculture, Infrastructure and Water management, Health and Education and Science. The economic cluster strives to integrate its work as much as possible.

The job is being offered at pay scale 6 for a fixed term of two years, with the intention to extend it further. A probationary period of two months will be included.

For more information about this vacancy please contact:
Taake Manning, Counsellor for Innovation, Technology and Science:
taake.manning@minbuza.nl, 202-290-0089

Application letters together with resume should be submitted to:
Embassy of the Kingdom of the Netherlands
Taake.manning@minbuza.nl

Closing date for applications: January 31st 2025

Starting date: as soon as possible.

Monthly gross salary starts at $5,985.00 gross (pay scale 6, step 0), depending on education and experience (no rights can be derived from this indication).

401K Plan is offered.

Health/Dental/Vision is provided on a 72%-28% Employer-Employee basis.

*This vacancy is open to internal (local employees and partners of officials posted to a Mission in the US) and external candidates. If a local employee and a partner of an official posted to a Mission are equally qualified, the local employee shall be given priority. Furthermore, if an internal candidate and an external candidate are equally qualified, the internal candidate shall be given priority.

* As per US Citizenship and Immigration Services (USCIS), employers in the US are required to ensure that all employees have the legal right to work in the US. Under US State Department requirements, the embassy and our consulates may only employ, as non-diplomatic staff, persons who are US citizens, US Green Card holders or “A” visa holders. There is a max term for A2 visa holders of 5 years, the Netherlands Embassy / Consulate General cannot sponsor any work permits for families.

General features of job

• The senior management assistant provides organizational, secretarial and administrative support to the Counsellors and Innovation team;
• Provides or coordinates secretarial/administrative support for a varied but related range of subjects, visits and projects in a changing official and political setting;
• Acts as a link with the internal organization and external environment, makes connections, assesses interests and weighs up consequences;
• Maintains contacts with a view to following & harmonizing processes and procedures;
• Coordinates information from various sources;
• Handles the financial administration for both teams and (some) projects;
• Helps other management assistants within the economic cluster when necessary (and vice versa);
• Has relevant experience, can work independently, is pro-active and is a team player.

Duties and result areas

Description of duties, but not limited to:

• Provides administrative support to the Counsellors & rest of the team;
• Responsible for the organizational aspects of seminars and events;
• Coordinate and implement the administrative management, taking into account to prioritize specific tasks (including calendar and mailbox management, incoming and outgoing correspondence, data management);
• Responsible for the settlement of invoices and the financial administration;
• Manage team budget (financial overview of spending allowance under policy budgets) and related communication with Innovation Network home base at RVO and relevant colleagues at the ministry of education, culture and science;
• Keeping relevant databases and the CRM-system / Achilles up to date;
• Scanning relevant articles in business magazines and websites;
• Conducting desk research and supporting in lead generation and preparing presentations;
• Responsible for mailings and follow-up;
• Prepare travel arrangements for Counsellors and team and oversee proper administrative process;
• Responsible for the purchase and maintenance of office equipment;
• Under the guidance of the Counsellors, contributing to the successful and efficient functioning of the Embassy, and to the cooperation according to the One Team philosophy;
• Advise correctly, effectively and within set time limits about administrative and financial settlements regarding projects, payments, preparing declarations etc.;

Organizational and logistic support activities

• Coordinate and implement organizational and logistic support activities regarding (short-term) projects like official visits, missions, seminars, events, meetings etc.;
• Request quotations at restaurants, companies, hotels etc. in relation to the project;
• Perform event planning tasks like making appointments, sending invitations, keeping up guest lists, signing up visitors etc., as well as e.g. organizing facility support like table arrangements, and, in some cases, being physically present during the execution of the projects;
• Monitor schedules and progress, signals delays of the above-mentioned projects, and make proposals to adjust the planning.

Contributing to goals and team spirit of the economic cluster/economic network

• Work closely with and when necessary coordinate/lead the other management assistants in the economic cluster to contribute to the goals of the economic network;
• Contribute to the one team spirit; be willing to help out when needed; can communicate and work effectively in a mixed (Dutch-US) team;
• Serve as a back-up for the other management assistants in case of their absence (and vice versa);
• Help create a soft landing for new colleagues, trainees and interns who are new at the Embassy.

Working Environment 

The main task of the Netherlands Embassy’s economic cluster is to further the economic ties between the Netherlands and the US. Specifically addressing the challenges in the areas of Climate, Health, Trade, Investments, Education and Innovation. The United States is an important innovation, trading and investment partner for the Netherlands. The Netherlands is a fixture in the top five of foreign investors in the US, and the Netherlands is the number two destination of American investments abroad (after UK).           

Knowledge and skills

Level of education: College degree
Level of experience: at least 5 years of relevant experience required

• Broad knowledge of management assistance methods, organizational/logistic/ administrative and financial procedures;
• Understanding of/having a feel for diplomatic and business contacts, and functional relationships of the Embassy with third parties;
• Skilled in setting priorities regarding the different support tasks and weighing up consequences, interests etc. and being very careful with sharing sensitive information;
• Skilled in organizing events, coordinating programs for visiting delegations, drafting invitations, note’s and reports etc. and performing tasks regarding data storage and archiving;
• Skilled in working under varying conditions and time pressure;
• Advanced computer skills using Windows, Word, Outlook, Excel, SharePoint, and PowerPoint, as well as working with databases and CRM-systems;
• Excellent knowledge of English, both verbally and in writing. Knowledge of the Dutch language is an asset.

Competences

The candidate should possess the following competences:

• Ability to plan and organize;
• Having a feel for service and representation at a high level;
• Quality- and result-oriented;
• Proactive attitude;
• Ability to work with others.

Contacts

• With the three other management assistants who support colleagues in the economic cluster;
• With colleagues of the Embassy who are responsible for the organization of (short-term) projects like official visits, missions, seminars, meetings, events etc.;
• With the members of the Netherland US network, the Invest in Holland network and other organizations in the Netherlands;
• With other financial, administrative and secretarial support colleagues within the Embassy and the relevant ministries in the Hague;
• With external contractors, service providers and suppliers.

Additional Comments

The Netherlands Government celebrates all forms of diversity and is deeply committed to foster an inclusive environment within its organization. Individuals interested in advancing these diversity goals are strongly encouraged to apply.

If equally qualified, internal candidates will take precedence over external candidates.