EIT Climate-KIC (Knowledge and Innovation Community) is Europe’s foremost climate innovation initiative. Our mission is to leverage the power of innovation to build a zero-carbon, climate-resilient, just, and inclusive society. EIT Climate-KIC’s strategy, Transformation, in Time, responds to the need for a 1.5° aligned, systemic approach to reversing global warming and developing climate resilience, commensurate with the complexity, scale and requisite pace of response to the climate challenge.
Established in 2010 and headquartered in Amsterdam, we orchestrate a community of more than 400 organisations comprised of large corporations and SMEs, municipal and regional governments, universities and research institutes, as well as non-governmental organisations and uncommon actors. We are an organisation of circa 160 people. We operate out of 13 hubs across Europe and conduct activities in 39 countries globally. We have historically managed €80-100 million per year in grants, provided by our founder and core funder, the European Institute for Innovation and Technology (EIT). We are transitioning to a multi-funder model with the objective of maintaining a flow of funds of circa €100 million annually to our community and to problem owners to deliver impact.
Purpose of the role
We are looking for a Boost Team Member and Office Manager for our global HQ office in Amsterdam.
The Climate-KIC Boost Team has the responsibility for making it easy to work in our offices, finding meeting space, supporting people in times of workload peaks, bringing together teams of people or supporting travel arrangements for individuals, and managing our (mostly) online events. The Boost Team ensures that in each of our locations will have a set of facilities ready for anyone at Climate-KIC to use, and have a set of off-site and virtual locations, platforms, tools and vendors so we can run meetings and events easily, with trusted suppliers.
The Boost Team works as a closely knit, self-directed, virtual team, part of our Enabling Services function and reporting to the Chief Operating Officer. The work of the team is extremely diverse and flexible, and is overall in service of enabling the organisation to deliver its work efficiently and in style, by making sure that we have great offices, meetings and events (virtual and physical) – all organised with attention to our carbon footprint, and by supporting our colleagues who have the most pressing workloads to get their jobs done in times of need.
As part of its responsibilities, this role will have specific and significant responsibility to provide support to the local office – EIT Climate-KIC Headquarters – and EIT Climate-KIC staff in the Netherlands. The successful candidate will need to be based in our unique Amsterdam office and will be responsible for ensuring the smooth running of the office, performing a wide range of administrative, clerical, financial and managerial duties. The job will also involve extensive interaction with other EIT Climate-KIC offices and colleagues across Europe, and relationship building with local authorities, challenge owners (e.g. City of Amsterdam) and Climate-KIC partners and alumni.
The Boost Team is structured around four areas of responsibility:
- Office Management: to support local spaces, maintain a ‘front of house’ service, and ensure we have a set of local suppliers for office requirements, meeting space, events support, catering etc. When a team want to run an event, the Boost team will have done the groundwork.
- Team Meetings: Taking the strain out of organising a team meeting, the Boost team will work with team leads to find space, or work up the virtual support for a digital meeting, and set up the relevant tools, facilities and/or catering to fulfil the team’s needs.
- Events management: Externally focussed events need great venues and seamless logistics. The Boost team work to ensure we have what we need in the places or on the platforms where we host events.
- High workload individual support: Some people will be carrying particularly high workloads, either because of their role, or for a particular part of the year. The Boost team will support a limited number of people with diary management, travel booking etc.
- The team also covers processes such as C-Suite sign off, procurement support, working alongside the Community desk etc.
Office Management for EIT Climate-KIC HQ, Amsterdam
- Oversee smooth running of the Amsterdam office, in terms of office space needs, procurement, equipment and office supplies, all coherent with a zero-emissions, minimal waste policy
- Meet and greet visitors at all levels of seniority
- Review and implement an effective health and safety policy for the Amsterdam office and colleagues working in the Netherlands or with a reference link to the HQ
- Deal with correspondence, complaints and queries
- Provide ICT support for shared equipment, individual computers and guests to ensure the smooth functioning of our digital infrastructure
- Implement and maintain procedures/office/administrative systems
- Produce documents, briefing papers, reports and presentations for the team
- Responsible for monitoring office expenditure and producing monthly reports on this; advise Amsterdam staff on travel and available options that fit the appropriate budget framework and climate impact ambitions
- Ensure Amsterdam budgets are adhered to by reconciling accounts on a regular basis
- Welcome and onboarding of new employees / implementation of leaver processes
- Provide contract management support, in collaboration with the People Team
- Management and 1st point of contact for ARBO (sick leave / doctor visit)
- Management and contact person for UWV
- Contact person if necessary for Netherlands payroll
Required background and qualifications
- Educated to HBO degree level (or equivalent experience and/or qualifications) in a subject related to management and administration
Skills & Experience
- Co-ordination and workload management: the Boost Team works across the organisation, covering many different tasks, managed through the SalesForce service desk system. You will need to be comfortable in coordinating tasks with colleagues, and in managing a high number of tasks simultaneously. Flexibility and an ability to re-prioritize work to adapt to changing external demands is important. You will need to have a proven ability to work under pressure and to tight deadlines with an ability to maintain high levels of quality and accuracy in work, including in highly pressurised situations that require you to multi-task.
- Communication: you will be working with people from many different cultures, expertise and experience across the organization and its community, working remotely and leading team calls. You will need to show significant cross-culture competence.
- Collaboration: you will work across many different teams in the organisation, often at times of pressure. Working in collaboration means understanding the needs of the people you are working with, and ensuring they understand your needs.
- Event Management: Setting up events, whether virtual or physical takes a lot of co-ordination and understanding the needs of your “customer”. There are hard deadlines to work to, and multiple parties internally and externally to work with. Meeting and workshop coordination experience would be an advantage.
- Relationship Management: Building and maintaining effective cross-organisational working relationships as a business partner will underpin your success. As Office Manager and front of house for Climate-KIC’s headquarters you will be expected to build warm, curious, supportive relationships with a variety of professionals, team members and stakeholders at all levels, demonstrating excellent networking, listening and intercultural skills.
- Negotiation: There are rarely easy answers in what we do. The combination of innovation ambition and grant funding terms and conditions creates tension. Negotiating through this and reaching solutions that enable us to achieve our innovation objectives and at the same time work within our budgets and use practical solutions requires excellent negotiation!
- Project management: Events, team meetings, systems roll outs, portfolio weeks – all need strong project management capabilities.
- Office management: prior experience of office management would be an advantage. But in any case we will need an excellent command of written and spoken English and Dutch; demonstrable experience of planning and using initiative to improve operational efficiency; good computer literacy (Microsoft suite, Google suite, Miro, Mentimeter, as minimum) and excellent organisational skills.
The successful candidate may be asked to undertake other duties or special projects, broadly in line with the above key responsibilities.
Qualities, Personal Style and Approach
- Self-motivated, driven and proactive
- Well presented, with a bright, confident personality
- Ability to act independently and make decisions without supervision; to act on own initiative and use judgement and discretion
- Ability to command the respect and cooperation of a wide range of professionals
- Ability to work flexibly within a new and changing environment
- Commitment to and enthusiasm for the mission of EIT Climate-KIC
Our application and recruitment process
Climate-KIC values diversity and welcomes applications from all suitably qualified candidates regardless of age, gender, race, disability, sexual orientation, religion or ethnic background.
Your application should be written in English and consist of:
- a full curriculum vitae
- a covering letter describing briefly how your profile, skills and experience meet the criteria outlined in the person specification, and outlining your interest in and vision for the role.
- your current salary
- where you saw this role advertised.
Please send your full application using the “apply now” button above. You should state your full name, followed by the role for which you are applying for in the subject line of the email. The deadline for receipt of applications is 23.59 GMT on the date published on the job advert.
Receipt of your application will be acknowledged by email.
Your application will be reviewed on or around the closing date for the vacancy for which you have applied. If your application is shortlisted for interview, you will be contacted directly by Climate-KIC.
Candidates invited to a first interview, will be notified of the outcome and informed about next stages if they are successful.
NB/ This advertisement will be taken down from the website after the closing date so it is a good idea to copy and keep the text for reference to use should you be invited to interview.