Executive Secretary

What does the job entail?

As Executive Secretary, you will support the CEO, the Supervisory Board (SB), and the Management Team (MT). You play a key role in managing reporting within the SB and the MT, and you support the SB and the MT in carrying out their duties. Working closely with the MT, you contribute to the further development and expansion of the organization.

You will be responsible for establishing a policy-based PDCA cycle, managing the document management system, and supporting the management team members in fundraising, drafting grant applications, ensuring alignment with the organization’s mission and vision, and overseeing general administrative processes.

What exactly are you going to do?

• You are responsible for planning, preparing, and submitting documents for the Board of Trustees and the Management Team, and you identify key issues;
• You take minutes of the meetings of the Supervisory Board and the Management Team and prepare action and decision lists;
• You will monitor and manage the process of tracking and following up on decisions, agreements reached, and tasks assigned by the managing director;
• You will be responsible for taking minutes at various meetings within the organization and will provide support for projects led by the West-Achterhoek Library;
• On behalf of the management team, you will handle internal communication regarding decisions made and agreements reached;
• You are responsible for setting up and managing the document management system and ensuring its quality;
• You prepare reports based on the policy cycle for municipalities and grant-making agencies;
• You will draft grant applications in consultation with the management team members and/or our specialists, including SMART objectives, and monitor the reporting process;
• Supervising the audits for the quadrennial certification and their follow-up;
• You will stay informed about legally mandated procedures and rules regarding governance and advise the managing director on these matters.

What kind of candidate are we looking for?

• A relevant associate's degree program, such as public administration, law, or business management
• Excellent command of the Dutch language, both spoken and written
• Strong in planning, organizing, and monitoring progress; a person of integrity with an eye for quality
• A willingness to learn and a desire to invest in a fun, creative environment
• Ability to adapt effectively at various levels
• At least four years of experience in a similar position

Who are we?

We are the West-Achterhoek Library! The library has long since ceased to be just a place where you come to borrow books. The West-Achterhoek Library is a community hub where you can read, study, and participate in all kinds of activities. We have seven branches in three municipalities: Doetinchem, Doesburg, and Bronckhorst. To plan our activities, we collaborate with schools, social service organizations, social and cultural institutions, and local governments. We want residents of our municipalities to be able to read and learn in an enjoyable way and to be able to participate successfully in society.

We are a place:

• Full of vibrant gathering places where residents can grow and engage with culture, all with a smile.
• This helps promote equal opportunities by providing all children with a rich learning environment.
• Where adults are helped to develop basic skills so they can take greater control of their lives.

What do we offer?

You’ll be joining an inspiring environment with great colleagues who value professionalism, quality, and flexibility. We support one another, share our knowledge, and are constantly working to improve the organization. We offer plenty of opportunities for both your professional and personal growth.

Initially, you will receive a one-year employment contract for 28 to 32 hours per week. We will work with you to determine what works best for you. The position is classified under pay scale 9 of the Collective Bargaining Agreement for Public Libraries and is based on your knowledge and experience. The position is listed in the Public Libraries Job Classification Guide as Operational Manager I.

Would you like to comment?

The West Achterhoek Library is working with the executive search firm Colourful People for recruitment and selection. Are you interested in this position? If so, please apply via the Colourful People website. For more information about the organization and the position, please contact Monique Spaansen, partner at Colourful People (M.Spaansen@colourfulpeople.nl). You can express your interest by submitting a cover letter and resume by August 4 via the Colourful People website. Please note that we may close the position early if we receive a sufficient number of initial applications.

Interviews with the selection committee are scheduled for the afternoon of August 22, with the goal of having the board secretary start as soon as possible. An assessment may be part of the application process.