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Executive Assistant Position in Sustainability Transitions, History at Utrecht, Netherlands Mar 2022

The Netherlands

Executive Assistant position in Prof. Johan Schot’s dynamic research team to support his project work as well as his personal work, is available at the Faculty of Humanities, Utrecht University, Netherlands March- 2022.

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General Info

Position: Executive Assistant
No. of Positions: 1
Research Field: ,
Deadline to Apply: Expired
Joining Date: ASAP
Contract Period: 1 Year ( Extension based on Performance)
Salary: €2,710 and €3,619

Utrecht University Centre for Global Challenges (UGlobe)

Utrecht University (UU), the Netherlands


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Qualification Details

The ideal candidate:

  • is a results-oriented self-starter. You are accurate, enjoy taking initiative and working autonomously with minimal guidance. You use your excellent judgement skills to make decisions in a fast-changing environment;
  • has strong organising skills, is capable of working effectively under pressure, dealing with interruptions, and managing and prioritising workload;
  • is highly proficient in using MS Office (Word, Powerpoint, Excel, Outlook), and has the aptitude to learn new software and systems (some of the other systems we use are Wordpress, Slack and Miro);
  • has attention to detail and displays strong interpersonal skills;
  • has relevant experience providing support to high-level management, and coordinating the logistics of events and/or meetings (experience in an academic environment is an advantage, but not required);
  • has a strong command of the English language (preferably a native speaker). A good working knowledge of Dutch would be highly preferred but can be discussed;
  • has a positive and problem-solving attitude, and is keen to learn new things.

Responsibilities/Job Description

Job description

Johan Schot, professor of Global History and Sustainability Transitions at the Utrecht University Centre for Global Challenges (UGlobe) is searching for an enthusiastic, agile and results-oriented Executive Assistant.

Schot is the Director of the Transformative Innovation Policy Consortium (TIPC) and the Deep Transitions Research Project, which are jointly coordinated at Utrecht University (NL) and the University of Sussex (UK). Within these projects, Schot and his team work at the forefront of research into sustainability transitions to develop concepts and methodologies that help lead technological innovation in a more sustainable and inclusive direction.

You will join the team at Utrecht University in the historic city centre, where we work in a hybrid office setting. The team in Utrecht is a dynamic and passionate international group of eight that works together in close collaboration and regularly organises social outings. Other colleagues of TIPC and Deep Transitions are located in The UK, Spain, Austria and Estonia. We have short lines of communication to collaborate effectively across projects and to ensure colleagues are just a door-knock or direct message away. A few times a year we organise face-to-face meetings with the entire team (COVID regulations permitting), usually in Utrecht, Brighton or Valencia.

Your role will be integral to the success of our research team. Central to the role is your ownership over complex scheduling, meeting logistics, event organisation, and project support. Through your work, you will be responsible for liaising with numerous stakeholders, using your drive and initiative to ensure the smooth operation of our team and business processes. You will be spending your time approximately 40:60 between providing personal support to prof. Johan Schot and providing support to his project work. As such you will also work closely with his project manager, communications officer and other members of the team.

Tasks include:

  • being the first point of contact, enabling and maximising Schot’s time;
  • managing complex diary and scheduling requirements, across multiple time zones, using different online conference tools, and resolving any clashes that may occur;
  • providing support for all logistics related to meetings, while ensuring timely circulation of agendas and required readings, taking notes, and monitoring follow-ups;
  • liaising with internal and external stakeholders on projects, initiatives and events. Track and drive completion of key deliverables and following up on outstanding items;
  • producing, designing and formatting high-quality documents and presentations using MS Office (Word, PowerPoint, Excel) as well as a range of other systems and software, as required;
  • making (international) travel arrangements and managing end-to-end travel itineraries;
  • being responsible for core administrative duties, such as proofreading texts (in English), updating Schot's CV, publication list and website, monitoring his inbox, filing expense claims and project documentation, and dealing with ad hoc requests.

How to Apply?

Application Method: Online Application
Ref. No.: -

Application Procedure

Everyone deserves to feel at home at our university. We welcome employees with a wide variety of backgrounds and perspectives. To apply, please upload your application letter (max. 1 A4) and a full curriculum vitae (max. 2 A4) via the button below.

Interviews will take place on 24th and 25th of March 2022. Possibly, a second interview will take place on 28th of March.

About the Organization

A better future for everyone. This ambition motivates our scientists in executing their leading research and inspiring teaching. At Utrecht University, the various disciplines collaborate intensively towards major societal themes. Our focus is on Dynamics of Youth, Institutions for Open Societies, Life Sciences and Sustainability.

The Faculty of Humanities has around 6,000 students and 900 staff members. It comprises four knowledge domains: Philosophy and Religious Studies, History and Art History, Media and Culture Studies, and Languages, Literature and Communication. With its research and education in these fields, the faculty aims to contribute to a better understanding of the Netherlands and Europe in a rapidly changing social and cultural context. The enthusiastic and committed colleagues and the excellent amenities in the historical city center of Utrecht, where the faculty is housed, contribute to an inspiring working environment.

About the Employer:


We offer a position (1.0 FTE) for a period of one year. In case of a good performance, permanent employment is one of the possibilities. The gross salary - depending on previous qualifications and experience  - ranges between €2,710 and €3,619 (scale 8 according to the Collective Labour Agreement Dutch Universities) per month for a full-time employment. Salaries are supplemented with a holiday bonus of 8% and a year-end bonus of 8.3% per year. In addition, Utrecht University offers excellent secondary conditions, including an attractive retirement scheme, (partly paid) parental leave and flexible employment conditions (multiple choice model). More information about working at Utrecht University can be found here.

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Contact details

For more information about this position, please contact: Susanne Keesman, via [email protected].

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