Prosus Group

Executive Assistant – Global Head of AI

Prosus Group

full-time

Posted on:

Location Type: Hybrid

Location: Amsterdam • Netherlands

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Job Level

Lead

About the role

  • Manage the Global Head of AI’s calendar, ensuring seamless scheduling and prioritization of meetings, events, and commitments.
  • Oversee inbox management, including triaging emails and ensuring timely follow-ups.
  • Coordinate complex travel arrangements, including international itineraries, accommodations and visas.
  • Process and track expenses, ensuring compliance with company policies.
  • Prepare for meetings by organizing agendas, briefing materials and follow-up actions.
  • Act as a liaison and point of contact for internal and external stakeholders, ensuring clear and effective communication.
  • Serve as the primary operational interface between the Global Head of AI and key departments, including HR, IT, Facilities, Finance, Legal, Communications and the AI team.
  • Facilitate smooth collaboration and alignment across teams by managing workflows, resolving bottlenecks, and ensuring timely delivery of outcomes.
  • Provide operational support for strategic initiatives and cross-functional projects.
  • Take end-to-end accountability for planning, organizing and executing large-scale, event- and community-driven initiatives, such as AI All Hands meetings, bootcamps, offsites and workshops.
  • Manage all aspects of event logistics, including venue selection, agenda creation, speaker coordination, and on-site execution.
  • Ensure successful delivery of events under time-critical and high-pressure conditions, maintaining a focus on quality and stakeholder satisfaction.
  • Oversee office moves and workspace management, including capacity planning, seating strategy, hybrid work setups, and logistics.
  • Ensure the workspace meets the needs of the team, fostering a productive and collaborative environment.
  • Act as the point of contact for facilities-related issues and improvements.
  • Own the onboarding process for new team members, ensuring a seamless and welcoming experience.
  • Manage internal operations to support day-to-day team functioning, including tools, processes, and communication channels.
  • Drive initiatives that enhance team effectiveness, alignment, and continuity, ensuring the team operates at its best.
  • Identify and implement process improvements to optimize team workflows and collaboration.
  • Uphold the highest standards of discretion and confidentiality at all times.

Requirements

  • Proven experience as an Executive Assistant or in a similar operational role, preferably supporting senior leadership in a fast-paced, high-growth environment
  • Experience in a technology, AI, or innovation-driven organization.
  • Familiarity with hybrid work environments and associated tools and strategies.
  • Background in managing cross-functional projects involving HR, IT, Facilities, and other corporate functions.
  • Event management certification or relevant experience in large-scale event planning.
Benefits
  • Gym reimbursement
  • Health insurance for family members
  • Fully employer-funded pension
  • Free Dutch lessons
  • Bike plan
  • Discount platform
  • Lunch allowance
  • Free office snacks
  • Access to 300k+ online courses
  • Full public transport reimbursement with an NS Business Card
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
calendar managementinbox managementtravel arrangementsexpense trackingevent logisticsagenda creationworkflow managementprocess improvementonboardingcross-functional project management
Soft Skills
communicationcollaborationorganizational skillsdiscretionproblem-solvingtime managementstakeholder managementadaptabilityattention to detailteam effectiveness
Certifications
event management certification