Assistant to Regional Management - EMEA

Company Overview:

Reinventing out-of-home planning and placement for the performance age. billups is the leading independent out-of-home (OOH) specialist in North America and is continuing to grow in the EMEA and APAC regions. Delivering OOH managed services globally, helping advertisers and agencies strengthen media performance through our patented analytics and measurement platform. Our mission is to transform the power of places to connect brands with their consumers.

billups believes that each member makes a significant contribution to our success. That contribution should not be limited by the assigned responsibilities outlined in a job description. Therefore, this job description is designed to outline primary duties, qualifications and job scope, but not limit the employee nor the organisation to just the work identified. It is our expectation that each team member will offer his/her services wherever and whenever necessary to ensure the success of our endeavours and to pursue individual career growth.

Role Summary:

The Assistant to the billups EMEA SLT plays an essential role in supporting the EMEA SLT ensuring smooth running of day-to-day operations and enabling the SLT to focus on strategic priorities. The EMEA SLT Assistant will partner directly with the EMEA CEO, EMEA Head of Operations, regional Finance Director and regional HR Director on a wide range of administrative and executional tasks which requires strong organisational skills, attention to detail, excellent communication skills and the ability to multitask in a fast-paced global environment involving wider team talent spread across the globe. In this role you will serve as a liaison point between the EMEA SLT and the (i) Global Leadership team/ their EA, (ii) our Regional Managing Directors, (iii) other key internal and external stakeholders including clients, teams and partners.

This role is based in Amsterdam and ordinarily requires physical presence in the office 3-4 days a week.

Key responsibilities:

• Provide high-level administrative support to the EMEA CEO and EMEA Head of Operations including calendar management, meeting coordination and correspondence where needed.

• Act as a point of contact for internal and external communications, manage and prioritise incoming requests for the EMEA SLT, ensuring urgent matters are addressed in a timely manner.

• Assist in preparing and reviewing Keynote and PowerPoint presentations, reports and other documents for executive meetings and business reviews.

• Timely handling of expense reports and maintenance of accurate expense reports for EMEA CEO and EMEA Head of Operations in accordance with billups’ expense policies and procedures via the Brex expense management platform.

• Assist regional HR Director with executional tasks such as organising gifts for birth’s, birthdays or other special anniversaries.

• Function as a main point of contact and liaison for the Amsterdam office located at Spaces Vijzelstraat.

• Manage supplies and ensure a smooth operation of the Amsterdam office in consultation with the regional Finance Director and regional HR Director.

Calendar & Travel Management:

• Oversee complex global calendars, scheduling meetings across different timezones and anticipating scheduling conflicts.

• Coordinate details concerning travel and entertainment arrangements, including: flight bookings, accommodations, F&B arrangements, visa applications, transportation and itineraries for domestic and international travel.

Meeting & Event Coordination:

• Plan and organise executive meetings, team-offsites, leadership summits and other key internal and external events, including preparing agendas and following up on action items.

• Manage and stay on budget for this tasked event coordination.

• Set up monthly / quarterly all agency meetings for the EMEA region including coordination of content in collaboration with EMEA SLT.

• In collaboration with EMEA Head of Operations and regional HR Director, organize and execute billups’ quarterly and annual Employee Awards.

Project Management:

• Support EMEA SLT with special projects, providing research, data analysis and key insights to form decision making.

• Track progress on key initiatives and ensure deadlines are met.

• Draft and edit communications where appropriate on behalf of the SLT ensuring clarity and professionalism.

• Always maintain utmost confidentiality and discretion at all times when dealing with sensitive information.

• Assist with ad-hoc administrative duties as required to support the broader EMEA team.

Qualifications:

• Bachelor’s degree or equivalent experience in business administration or a related field or combination of education and relevant experience.

• Minimum of 5 yrs of experience as an Assistant with at least 2yrs as the direct support to C-suite level executives.

• Experience in a global company, working across multiple time zones and cultures.

• Flexibility and willingness to work outside standard business hours, when necessary to accommodate global schedules.

• Occasional travel may be required.

Essential Skills:

• Excellent written and verbal communication skills.

• Excellent organisational skills.

• Experience in supporting senior leadership in a fast-paced, high-growth environment.

• Fluent in written and spoken English, Dutch desirable and preferred. Proficiency in more EU languages is a plus.

• Strong proficiency in Microsoft Office Suite (Word, Powerpoint, Excel), Google and other collaboration tools.

• High level of discretion and confidentiality is crucial.

• Familiarity with project management tools and techniques.

• Multitasking skills with the ability to balance competing demands and deadlines.

• Ability to anticipate needs, work proactively and problem-solve independently

• Exceptional attention to detail with the ability to maintain high levels of accuracy in complex tasks.

• Experience in taking initiative, and exercising sound judgment in decision-making.

Required Interpersonal Skills

• Expressing ideas and thoughts clearly, both orally and in written form.

• Strong ability to receive and apply constructive feedback to achieve improved outcomes.

• Exhibiting good listening, comprehension, and engagement.

• Good relationship management skills, including the ability to communicate with senior directors and peers—both internally and externally—and establish and maintain excellent rapport.

• Collaborating and contributing to the establishment of a positive team spirit. Being proactive and a team player, with the ability to engage others.