Office Assistant

Office Assistant at Proton Ventures

The Office Assistant is a key support role responsible for ensuring the smooth functioning of office operations. This position involves handling a variety of tasks, including administrative duties, basic IT coordination, and employee onboarding assistance. Working closely with team members and external service providers, the Office Assistant ensures that resources are organised, processes are efficient, and minor technical issues are resolved promptly

Specific tasks and responsibilities will include and are not limited to:

Office Administration and Business Support

• Maintain the organisation of office supplies, mail, and filing systems.
• Coordinate meetings, events, and appointments for internal and external stakeholders.
• Act as the primary point of contact for vendors regarding office supply orders and basic facility maintenance.
• Manage general office communication, directing inquiries and ensuring accurate message handling.
• Perform miscellaneous administrative tasks as needed to support office functions.
• Respond to ad hoc requests from team members and leadership to ensure smooth operations.

HR Related

• Training co-ordination – manage scheduling and logistics for both HR-related and other essential training sessions, including BHV , ammonia safety, VCA (safety certification), and other compliance training.
• New hire onboarding assistance: prepare onboarding materials, assist with orientation schedules, and ensures new hires have access to all necessary resources and information.
• Provide administrative support for HR activities.
• Help organise internal team activities.

Basic IT Support (in collaboration with our external IT provider)

• Provide first-line IT support for employees, such as resolving basic technical issues.
• Oversee IT equipment and software, assisting with procurement, inventory tracking, and distribution.
• Together with our IT support provider administer employee IT accounts and resources, ensuring proper setup during onboarding and secure deactivation during offboarding.
• Liaise with external IT providers for complex issue resolution.
• Maintain shared IT equipment to ensure its availability and functionality.

What we can offer you

Proton Ventures offers an environment with a lot of freedom and independence, in which you and your colleagues work towards shared goals. Our employees are important to us as individuals and team players, using technology to achieve results for, by and with people. As colleagues, we are uncompromising in our willingness to collaborate and support one another. We share responsibility at all levels to ensure our company’s success.

Qualifications

• 2+ years of administrative experience
• Working knowledge in using Microsoft tools (SharePoint, PowerPoint, Excel etc)
• Demonstrated customer service and team-orientation, stakeholder management
• Fluency in spoken and written English, Dutch is an advantage. (Other EU languages are a plus.)
• Able to maintain confidentiality and effectively exercise discretion in handling confidential information.
• Communicate confidently and at a high level with internal and external partners.
• Operate with a high sense of urgency under minimal supervision.
• Demonstrate, on a consistent basis, initiative, resourcefulness, good judgement, professionalism, adaptability, poise, organization, and flexibility.
• Thrive within a fast-paced environment of frequent interruptions, conflicting priorities, and varying workloads and complexities including time zone differences.