Location: Netherlands
Reporting to: Senior Management Team
Contract: temporary
- Purpose of the Role and Background
Stichting PSI Europe (“PSI Europe”) seeks a highly organised, proactive, and tech-savvy Executive Assistant to support the Senior Management Team (SMT). This role is critical to ensure smooth day-to-day operations, effective governance support, and high-quality internal and external communication.
The Executive Assistant will provide high-level administrative, coordination, and organisational support, with a particular focus on SMT and Board support, contract management, logistics, and the preparation of professional communication and presentation materials. The role requires a high degree of professionalism, discretion, and the ability to operate effectively in a fast-paced, international environment.
PSI Europe is an independent NGO, affiliated in name with Population Services International (PSI), and represents PSI among European stakeholders from its office in Amsterdam, the Netherlands.
PSI is a global non-profit organisation dedicated to expanding access to quality healthcare and strengthening health systems in the Global South. Since its founding in 1970, PSI has been a leader in reimagining how healthcare is delivered, with a strong focus on sustainable, market-based solutions. The PSI network comprises local offices in over 30 countries across Africa, Asia, and Latin America and the Caribbean, with headquarters in Washington, DC (USA), Nairobi (Kenya), and Amsterdam (the Netherlands).
PSI Europe’s mission is to support, promote, and mobilise resources for the PSI network in its contribution to universal health coverage (UHC), primarily by shaping the policies and priorities of European donors and stakeholders. In certain cases- where donors prefer funding to flow through a European entity or where there is strong strategic alignment – PSI Europe also oversees the implementation of donor-funded programmes.
- Scope of Work and Key Responsibilities
- Support to Senior Management Team
- Manage calendars and email coordination for SMT members, including scheduling across multiple time zones.
- Prepare meeting agendas, minutes, briefing notes, and follow-up action lists.
- Draft, edit, format, and proofread internal and external documents and correspondence.
- Develop high-quality PowerPoint presentations and other professional communication materials.
- Facilitate internal coordination across teams and departments.
- Support the Managing Director with strategic planning, prioritisation, and coordination activities.
- Contribute to the development and implementation of the Organisational Development Plan.
2.2 Board Support and Governance
- Prepare, compile, and format Board meeting agendas, supporting documents, and presentations.
- Draft and finalise Board meeting minutes, resolutions, and decision records.
- Coordinate Board communications, including scheduling meetings and tracking follow-up actions.
- Ensure Board documents are securely stored, well organised, and kept up to date.
- Support compliance with governance procedures and documentation requirements.
2.3 Contract Review and Management
- Review contracts for completeness, formatting, deadlines, and compliance with internal procedures.
- Track contract timelines, renewals, and deliverables.
- Maintain an organised contract repository and filing system.
- Liaise with internal and external stakeholders on contract-related follow-up actions.
2.4 Logistics, Travel, and Operational Support
- Coordinate international travel arrangements, including flights, accommodation, visas, itineraries, and travel documentation.
- Organise and coordinate logistics for virtual and in-person meetings, workshops, retreats, and Board meetings.
- Support the smooth delivery of events and engagements through proactive logistical planning and coordination.
- Manage travel- and meeting-related expense tracking and reimbursement processes.
- Liaise with external service providers, venues, and travel agencies as needed.
- Support day-to-day operational coordination and administrative processes to ensure efficient office functioning.
2.5. Other
Any other assignments requested by and in discussion with the SMT.
- Required Qualifications and Experience, Competencies
- Native English speaker or full professional fluency in English (written and spoken).
- Demonstrated experience as an Executive Assistant or in a similar senior support role.
- Experience working with senior leadership and boards, with the ability to act as a key point of contact and manage internal and external stakeholders effectively.
- Excellent organisation, prioritisation, and time management skills, with the ability to manage competing demands, complex calendars, and multiple workstreams across time zones.
- Proven ability to proactively anticipate needs, exercise sound judgement, and solve problems independently in a fast-paced environment.
- High level of discretion, integrity, and ability to handle confidential information.
- Strong interpersonal and communication skills, with the ability to work effectively across cultures and teams.
- Proven ability to compile, structure, and visually design professional presentations, with strong proficiency in Microsoft Office (including advanced PowerPoint skills).
- High level of digital literacy, including the ability to quickly adapt to new tools and systems and liaise effectively with ICT support teams where needed.
- Experience preparing meeting materials, taking minutes, and tracking follow-up actions.
- Experience organising travel, events, and high-level engagements.
- Demonstrated interest in, and openness to working for, a non-governmental organisation (NGO), including alignment with the organisation’s mission and values.
- Strong team player with flexibility and sensitivity to working across multiple cultures and time zones.
- Comfortable working in a remote and hybrid environment.
- Location and Availability
- Must be based in The Netherlands
- Salary
Competitive salary benchmarked within the NGO sector.
SEND YOUR APPLICATION TO:
Please send your Curriculum Vitae and motivation letter to ContactPSIEurope@psi.org (kindly copy paste the email address to avoid spelling mistakes) no later than Monday the 1st of June 2026. In case you have questions regarding this role, please contact adedroog@psi.org
PSI-Europe is an Equal Opportunity Employer and encourages applications from qualified individuals regardless of actual or perceived race, religion, color, sex, age, national origin, disability, sexual orientation, marital status, personal appearance, political affiliation, family status or responsibilities, gender identity or expression, or pregnancy.
The successful applicant will be asked to undertake an enhanced criminal record check. PSI Europe is committed to safeguarding and does not tolerate sexual misconduct or other behavior that violates PSI Europe’s Global Code of Business Conduct and Ethics.
ACCESSIBILITY NOTICE: The interviews will be conducted online and/or face-to-face. If you need support during the employment process due to a physical or mental disability, please send an email to the above-listed email addresses and support will be sought.
Solicitation resulting from this advertisement is not appreciated.
