Office Manager/Management Assistant

Company Overview

Grounded by a history that is deeply rooted in innovation, Hexion is a global employer committed to building and protecting the future by producing innovative performance materials.  Our materials are the building blocks for critical industries, including construction, agriculture, energy, automotive, and infrastructure protection. Everywhere you look, you will find our materials and people at work to help customers make products that are stronger, safer, and cleaner. When you work for Hexion, you’ll join a team that is committed to operating safely and with integrity to build a more sustainable future for all, our associates, our customers, and the communities where we live and work.

Position Overview

Provides administrative support to Vice President of Versatics and other members of the global Versatics leadership team. Develops, executes and monitors the internal Communications for Hexion VAD.
As Office manager of our location in Poortugaal NL you are responsible for facility management and provide similar remote support for our location in Belgium..

Job Responsibilities

Tasks and responsibilities:

• Calendar management for Vice President Versatics and other member of the global business team working closely with other Executive Assistants in the US;
• Supporting other members of the Versatics team;
• Booking flights, taxis and arranging Visas;
• Preparing presentations, correspondence and reports;
• Processing invoices; 
• Specific SAP actions such as approving purchase requisitions;
• Organization of various (online and offline) events; Arranging hotels, restaurants, social gatherings etc
• Facility Management for the Poortugaal office;
• Contract management and cost monitoring of facility matters, such as cleaning, catering, telephone, office supplies;
• Coordination, design and publication of Newsletters, Teams sites and other forms of internal communication.
• Supporting the onboarding of international students (housing etc)

Competencies

Decision making authority:    

Approval of purchase requisitions and use of company departmental credit card.

Key Relationships:
Intern: 

• Vice President and General Manager Versatics
• Hexion employees and managers of various departments;
• Management team members.

Extern:

•Clientele;
•Visitors;
•Suppliers;
•Contractors.

Strategic focus
• Has knowledge and awareness of the strategic plan of the business; 
• Focuses on both own and departmental goals & performance 
• Has basic knowledge of the business process and contributes to improvements within his own work area. Applies improvements within the functional area. contributes to improvements 
• Focuses on finding solutions to problems within his own field of work.
• Has a high standard of safety; promotes safety awareness and is an example of this.

Trust and teamwork:
• Provides information according to appropriate verbal and written skills; 
• Has insight into business etiquette;   
• Is able to build and maintain files and files; 
• Has the skills to resolve conflicts in an effective and respectful manner;  
• Is a team player; 
• Participates in team decision-making processes;
• Know how to handle confidential information correctly. 

Personal leadership:
• Ensures that tasks are completed on time and accurately; 
• Acts according to the core values of the organization; 
• Can adapt quickly to organizational changes; 
• Is aware of responsibilities and learns from personal mistakes; 
• Is eager to learn, wants to keep developing and accepts any changes; 
• Understands and respects different cultures. 
Organizes work independently and takes care of planning

Achieving business results: 
• Works within time limits and is constantly striving for improvements; 
• In case of problems, know what the right way is to find solutions; 
• Contributes to the reduction or avoidance of bureaucracy wherever possible. 

Minimum Qualifications

• HBO level, professional with extensive experience (at least 8 years) in a similar position;
• Excellent organization and communication skills;
• Knowledge and experience with software programs Excel, Powerpoint, Teams and SAP 
• Preferably experience with Facility Management; 
• Ability to anticipate and respond proactively in a deadline-driven matrix environment;
• Leadership skills;
• Fluent in Dutch and English, both verbally and in language;
• Knowledge of the French language is a plus
• Ability to work in a service-oriented and independent manner.