Administrative Assistant to the Mayor

This is your job

You will work alongside an experienced administrative assistant to the mayor. In this role, you’ll be a flexible jack-of-all-trades. Together with two communications advisors, the mayor’s office staff, an administrative advisor, and a strategy advisor, you’ll support the mayor across the full range of her roles and portfolios. Amid all the hustle and bustle, you’ll ensure calm, clarity, and a positive atmosphere. You coordinate the flow of documents and manage the agenda, ensuring no detail is overlooked. It is important that you plan the agenda with a critical eye. You are steadfast and can also say “no.” You enjoy taking on new challenges and acting as an intermediary between administrators, residents, directors of partner organizations, civil servants, and other external (international) contacts on various substantive topics. We can count on you.

Specifically, this means that you:

• Serve as a point of contact for the mayor’s internal and external contacts;
• The highly complex calendar schedules events and actively scans mailboxes for important messages;
• Handles or discusses emails on their own initiative with the mayor and/or the team;
• Monitors the workload and keeps the schedule under control;
• You are aware of issues within the mayor’s portfolio and communicate clearly and promptly about progress to the mayor, the team, and the portfolio units, while naturally treating all information as confidential;
• You’ll be part of the mayor’s team, have a seat at the table, and contribute your insights on logistical and scheduling matters;
• Maintains an overview in complex situations and is able to set the right priorities;
• Ensures that the materials needed for the various meetings are prepared correctly and made available on time.

This is your workplace

As the Mayor’s Administrative Assistant, you will be working in the Administrative Support Department. This department consists of four teams (the Mayor’s Office, the Municipal Secretary’s Staff Office, Administrative Advisors, and Administrative Assistants) that collectively support and advise the Municipal Executive. The department is literally situated around the administration on the 20th floor of City Hall. The work atmosphere is pleasant and informal. We invest heavily in the development of our employees. With us, you’ll have the opportunity to put your talents to good use.

This is your input

We are looking for a service-oriented colleague who is meticulous, a team player, flexible, able to handle stress, and has a positive attitude. You have a good sense of humor and are capable of managing yourself, the mayor’s schedule, and your surroundings. In addition, you maintain a clear overview in a complex setting and know how to set the right priorities. You have an interest in local government and a politically oriented environment, and you are politically and administratively sensitive.

Specifically, you have:

• HBO-level academic and intellectual ability;
• At least 5 years of work experience supporting an executive;
• Experience working in a municipality is preferred, but not required;
• Digital proficiency; familiarity with the systems used, or the ability to quickly learn them (Outlook, iBabs, Case Management System, SharePoint, Teams).

Here's what we offer you

You’ll have the opportunity to put your experience as an executive assistant to work for one of the fastest-growing cities in the Netherlands. To inspire you, you’ll be working in a dynamic environment. Our 21-story city hall is located right in the heart of this rapidly developing city. So you’ll have a stunning view of the city you’re working for.

The team of executive assistants consists of enthusiastic colleagues who enjoy a pleasant work environment, a job that is substantively interesting with ample opportunities for growth, and a suitable set of responsibilities.

Below is our selection:

• A 32- or 36-hour workweek with a gross monthly salary ranging from €2,865 to €4,208 based on a 36-hour workweek (pay scale 9). The exact amount will be determined based on your knowledge and experience. Placement on the temporary entry-level pay scale is a possibility;
• A one-year employment contract, which we would be happy to convert into a permanent position if your performance is satisfactory;
• Excellent leave policies;
• An Individual Choice Budget (ICB) equal to 17.05% of your salary. You decide how to use this budget. For example, you can use it to buy extra time off, receive vacation pay, get a year-end bonus, or have the entire amount paid out once a year;
• Plenty of opportunities for personal development, such as various courses and training programs;
• At the City of Utrecht, we operate on a hybrid model. This means you’ll have the option to work partly from home, in consultation with the mayor and depending on the mayor’s schedule
• Click here for an overview of all other employment benefits, such as travel reimbursement. In addition, working for the City of Utrecht offers many other benefits, such as exercising (online) with colleagues and participating in various networks and activities.

This is good to know

If you’re interested in working as an Administrative Assistant for the City of Utrecht, please apply immediately or no later thanWednesday, January 11, 2023. The first interviews will take place on January 16 and 17, 2023. We ask that you please keep these dates in mind when planning your schedule.

If you have any questions about the job opening, please contact Jorrit Linders, Manager of Executive Support, at 06 – 46 05 69 78, or Suzette de Korte, Executive Assistant, at 030 - 286 1400. For any questions regarding the application process or the organization of the City of Utrecht, please callAxel Overmeen, Corporate Recruiter, at 06 – 28 82 65 20. If you can’t get through, please send a text message!

The City of Utrecht is an inclusive organization that welcomes everyone and harnesses the power of its workforce’s diversity to achieve better results for the city. Talent as our foundation, diversity as our strength. You are most welcome!