Senior Administrative Assistant

Expect more. Connect more. Be more at Diebold Nixdorf. Our teams automate, digitize, and transform the way more than 75 million people around the globe bank and shop in this hyper-connected, consumer-centric world. Join us in connecting people to commerce in this vital, rewarding role.

The Senior Administrative Assistant provides high-level administrative and organizational support to local Management and plays a key role in ensuring smooth office operations. This position supports multiple stakeholders, coordinates activities across teams, and acts as a central point of contact for internal and external partners.

The role is hybrid and requires 3 days per week working from the office in Utrecht. 

As the Utrecht office serves as an international hub, this role requires a proactive and well-organized professional who can build strong relationships across different teams, locations, and organizational levels. The Senior Administrative Assistant supports leadership activities, coordinates meetings and events, and helps create professional experience for customers, partners, and international visitors.

•    Provide administrative support and secretarial duties for local Management, senior managers, directors, and departments.
•    Support multiple managers and stakeholders while managing priorities and administrative activities.
•    Prepare correspondence, reports, presentations, meeting materials, and other business documentation.
•    Maintain confidential records, information, and filing systems.
•    Manage office-related activities, including facilities, fleet management, PO processes, and vendor coordination.
•    Support vendor management and maintain relationships with external suppliers.
•    Assist with meeting and event setup, arrangements, and follow-up activities.
•    Support customer and partner visits by coordinating logistics, visitor arrangements, and office readiness.
•    Coordinate international meetings and visits by working closely with global administrative colleagues and stakeholders.
•    Collaborate cross-functionally across sites, departments, and functions to ensure effective communication and information flow.
•    Track and maintain operational data within databases and relevant systems.
•    Ensure accuracy of meeting minutes, correspondence, presentations, and communication materials.
•    Prepare recurring reports, support data collection, consolidation, and distribution activities.
•    Submit and reconcile expense reports for assigned managers and support administrative processes.
•    Identify opportunities for improvement, support onboarding activities, and participate in ad-hoc cross-functional projects.

•    Education or equivalent work experience required.
•    Minimum of 4–6 years of relevant experience in Administrative Assistance or a similar coordination role.
•    Strong organizational and planning skills with the ability to manage multiple priorities.
•    Ability to work independently, take ownership, and proactively drive activities forward.
•    Strong interpersonal and networking skills with the ability to build relationships across different teams and cultures.
•    Confident communication style and ability to interact effectively with stakeholders at different organizational levels.
•    Excellent written and verbal communication skills in Dutch and English.
 

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