Personal Assistant

Job Description

Personal Assistant - Amsterdam- Full-time

About us:

Fragomen is the world’s leading exclusive provider of immigration services. We are a firm of more than 6,200 immigration-focused professionals and staff spanning more than 60 offices worldwide. Immigration has been our sole focus for 70 years, and today we offer support in more than 170 countries. We are problem-solvers, innovators and established thought leaders in immigration, providing strategic immigration advice to a diverse range of clients from individuals to the world’s leading multinational corporations.

Fragomen’s professionals are respected thought leaders in the immigration field providing expertise to governments across the world including the US Congress, the UK Parliament, the European Union and the United Nations.

A career at Fragomen will provide you with the opportunity to work in an exciting environment for a broad range of clients, where no two days will be the same. You will face interesting challenges and you will work with dedicated, friendly and ambitious people, where providing exceptional client service is at the core of what we do. We are extremely proud of our diverse workforce at Fragomen and we are fully committed to providing equal opportunities. We believe that our differences make us stronger.

About the team:

The Amsterdam office is a dynamic practice and a rapidly growing hub for the expansion of Fragomen in the Benelux region. Our team provides comprehensive administrative support to key leaders, fostering a well-organized and efficient office environment. Working closely with our Partners and Directors, the Personal Assistant plays an essential role in supporting leadership operations and facilitating smooth day-to-day activities.

About the role:
As the Personal Assistant, you will provide comprehensive and confidential administrative support and assistance to the Partners and Directors of the Amsterdam and Brussels offices. This role involves coordinating schedules, managing communications, and preparing necessary materials, ensuring a seamless workflow for the leadership team.

Other key responsibilities will include:

• Coordinating and maintaining diaries of Partners and Directors, organizing appointments, meetings, and travel arrangements.

• Arranging detailed travel schedules with our travel provider for Partners and Directors, and other team members as necessary.

• Monitoring, responding to, and redirecting emails as appropriate; managing Webex calls, taking messages, and assisting clients as needed.

• Working closely with leadership to track work progress, ensure timely follow-up, and prepare required information for meetings, presentations, and proposals.

• Assisting the marketing team with organizing internal and external events and providing on-site support when necessary.

• Creating and assisting with documents using the Microsoft suite, ensuring accuracy and adherence to standards.

• Preparing and submitting expense claims via Certify in a timely manner.

• Ensuring coverage during absences and providing support for team members (In Brussels) as needed.

• Administer incoming and outgoing documents into and from the Amsterdam office, ensuring they are scanned on arrival and saved into the correct locations and caseworkers notified

• Adhoc document tasks for caseworkers as requested e.g. legal certification preparations, client related requests 

• Document handling, destruction and data protection rules followed to ensure compliance with firm’s protocols (GDPR)

• Performing other ad hoc administrative duties as required.

About you:

We are looking for someone with the following experience, skills, and personal attributes:

• Proactive and Organized: Ability to anticipate needs, manage competing priorities, and complete tasks accurately within agreed timeframes.

• Communication Skills: Strong written and verbal communication skills, with the ability to engage effectively with staff and clients.

• Technical Proficiency: Proficient in Microsoft Office, email, and internet systems.

• Client-Focused: A customer-oriented mindset with the ability to support and maintain positive working relationships.

• Flexibility and Adaptability: Comfortable adapting to new challenges and supporting various team needs.

• Detail-Oriented: Strong organizational skills, with experience in handling confidential and sensitive information professionally.

Fragomen in Amsterdam:

Fragomen’s Amsterdam office is a dynamic practice and a rapidly growing hub for expansion of the Benelux region. The Firm operates a hybrid working model, which incorporates a blend of in-person attendance as well as working from home – our aim being to fully leverage our remote working technology and provide a balance for our people in the way that they work.

Whether in the office or working remotely, we are proud of our team spirit and we like to reflect this in the way that we work and everything we do. Our Responsible Business Practices (“RBP”) prioritises Fragomen’s social responsibility through one cross-cutting theme and five focus areas of Wellbeing, Diversity, Equity and Inclusion, CSR including Pro Bono, Social and Sustainability. The RBP initiatives offer great opportunities for everyone at Fragomen to get involved and help steer a variety of initiatives and activities.

Fragomen is committed to promoting diversity, inclusion and equal opportunity for all employees and applicants, regardless of race, ethnicity, heritage, gender, age, religion, disability, sexual orientation, gender identity or intersex status.