Office Manager/Executive Assistant

• Min 3-5 years of personal/executive assistant/office administration experience
• Highly organized
• Proactive problem-solver
• Polite, friendly, diplomatic, and discrete
• Passionate about architecture & design
• Knowledgable of and comfortable/nimble with common office IT and software systems – both Mac and PC, Microsoft Teams, Zoom, Google Suite, etc.
• Some experience with Xero preferred but not necessary
• Full time role in Rotterdam, in-office at least 4 days/week

Responsibilities:

• EA for Wendover Studio’s Design Principal, managing his calendar, coordinating meetings and travel on his behalf, and undertaking a wide range of administrative tasks on his behalf, including managing server and documentorganization, document execution, basic project coordination, and coordinating personal travel and personal household staff where necessary
• General HR & staff management, CPD Planning for Rotterdam & London teams
• Storing job applications
• Maintain staff records (contact info, emergency contacts, CVs, HR documentation)
• Coordinate and manage team meetings where appropriate
• Induction and onboarding documents, regular staff performance reviews; offboarding procedures for leavers
• Checking contracts renewals, amendments
• Ensuring Rotterdam office tidiness, maintaining Rotterdam & London libraries
• Update shared calendar (holidays, absences, travel)
• Managing Rotterdam office supplies and snacks; coordinating with London Office Manager to ensure that London team has all necessary supplies
• Continuing Professional Development planning
• Basic IT support & coordination (laptops, logins, basic troubleshooting)
• Basic Studio-wide accounting tasks and expense management
• Reconcile invoices and expenses
• Upload receipts to Basecone (BV)
• Coordinate payroll documentation and approvals
• Prepare Rotterdam office payroll draft and check London payroll submissions
• Follow up with accountants on payments, invoices, or pending issues
• Track software subscriptions and renewals
• Organize business travel for staff
• Maintain office handbook
• Check and issue payroll and issue payslips monthly