Management Assistant, San Francisco

The Consulate General of the Netherlands in San Francisco has a full-time  (40 hours per week) vacancy for a Management Assistant (Senior Administrative Assistant). This job will be offered at pay scale 6 for a fixed term of 2 year, with a probationary period of two months (see enclosed job description).

For more information about this vacancy, please contact Mr. Murad Smit (Operational Manager), 
e-mail: SFN-HR@minbuza.nl

Application letters with resume should be addressed to:

Consulate General of the Netherlands
Attn: Mr. Murad Smit
One Montgomery Street, Suite 3100
San Francisco, CA 94104
United States of America

or be submitted via email to: SFN-HR@minbuza.nl

Closing date for applications: 01 August 2025
Starting date: 01 September 2025

Salary indication (based on the San Francisco pay table, scale 6, step 0): $ 7,055 based on a 40-hour week contract. 401K Plan is offered. Health/Dental/Vision is provided on a 72-28 Employer-Employee basis.

The Netherlands Government celebrates all forms of diversity and is deeply committed to foster an inclusive environment within its organization. Individuals interested in advancing these diversity goals are strongly encouraged to apply.

*This vacancy is open to internal (local employees and partners of officials posted to a Mission in the US)  and external candidates. If a local employee and a partner of an official posted to a Mission are equally qualified, the local employee shall be given priority. Furthermore, if a local employee and an external candidate are equally qualified , the local employee shall be given priority.

**As per US Citizenship and Immigration Services (USCIS), employers in the US are required to ensure that all employees have the legal right to work in the US. Under US State Department requirements, the embassy and our consulates may only employ, as non-diplomatic staff, persons who are US citizens, US Green Card holders or “A”visa holders. There is a max term for A2 visa holders of 5 years, the Netherlands Embassy/ Consulate General cannot sponsor any work permits for family members

Specific Information 

The management assistant provides their manager ((Deputy)Head of Mission/Operational Manager) with secretarial/administrative support. The management assistant is the point of contact for external parties, can quickly switch between tasks and can realistically assess the urgency and importance of tasks. The management assistant is aware that people in their role represent the ministry, and conducts themselves accordingly. The management assistant has a good sense of the functional relationships within the mission and acts in accordance with the wishes/instructions of the manager and/or staff. The management assistant provides immediate support, refers people to the right information, or connects them with the appropriate expert. The management assistant checks the progress of tasks and, where necessary, sends reminders. The management assistant exercises due care in regard to personal and confidential information.

The management assistant is responsible for managing the appointments calendar and email inbox.  The management assistant is able to make connections, assess priorities and weigh up consequences. The management assistant plays a key role in handling appointments, receiving visitors and hospitality (including managing related materials), and meetings, both internal and external. The management assistant is responsible for creating accessible files, collecting data, coordinating complex information flows and checking that information is correct, usable, timely and complete. The management assistant is familiar with data processing and ensures that records are kept in good order.

Result Areas and Results

  • External parties are dealt with in an appropriate and proper fashion, and their enquiries or requests are either resolved or forwarded to the correct person.
  • The management assistant correctly assesses the importance and urgency of a given task.
  • The management assistant checks progress on completion of tasks and sends out reminders promptly.
  • The management assistant provides/supplements information effectively.
  • Secretarial and administrative tasks are performed properly, in accordance with agreements and guidelines.
  • Administrative, logistical and organizational processes and procedures are followed closely.
  • Reports are drafted effectively.
  • The management assistant creates and updates work files. Efficient support to management and employees of the department;
  • The senior management assistant provides more complex support for management processes in an effective manner.
  • The senior management assistant gives useful general instructions that take account of political and public risks.
  • The senior management assistant is able to build a functional internal and external network.
  • The senior management assistant provides effective administrative, logistical and organizational support for external activities.

Tasks

Actual responsibilities and result areas will be outlined in the introductory interview, but will roughly consist of (a selection of) below tasks. The Senior Management Assistant carries out organizational, secretarial and administrative work in support of management:

  • Secretarial support for the management of the mission, taking into account the priorities set (i.e. agenda/mailbox management, taking care of incoming/outgoing correspondence and telephone communication);
  • Reporting, taking minutes, translating, developing and drafting documents;
  • Administrative, logistical and organizational support of a general nature (including official visits, missions, business trips and working visits both at the Chancery and the Residence);
  • Receive and speak to visitors;
  • Creating and maintaining work files;
  • Link to the internal organization and external environment, make connections, assess interests and weigh consequences;
  • Special responsibility for organizing appointments, receptions, presentations, internal and external meetings;
  • Coordinate internal and external information flows;
  • Contribute to the compilation of management information.

Framework

  • The work is carried out in accordance with ministerial administrative and procedural regulations relating to internal management;
  • The employee is assessed on provided support activities;
  • The work is largely left to the employee’s own insight;
  • The employee works under supervision of both the Head of Mission and the Operational Manager;
  • The employee is part of the BC team which consists of 3 business support officers, 3 consular support officers, and is led by the Operational Manager.

Contacts

  • Internal and external on the execution and progress of the work, to provide explanations, support and exchange information;
  • With all departments of the Consulate General, the Honorary Consulates, the Embassy, and relevant stakeholders in the Netherlands.

Knoweldge and Skill Requirements

  • Knowledge of management assistance working methods, secretarial work and general secretarial/administrative procedures and regulations
  • Knowledge of standard documentation and archiving techniques
  • Skilled in receiving and dealing with other staff and third parties
  • Skilled in collecting and presenting data clearly, and in generating management information
  • Skilled in secretarial/administrative work, and in coordinating information flows and processes (while weighing up consequences, interests, priorities, etc.)
  • Skilled in serving as a link between management and third parties (internal BZ, external parties and foreign contacts)
  • Some understanding of political and civil-service interests and sensitivities, of primary processes and of administrative, organizational and functional relationships
  • Knowledge of ICT systems relevant to the position
  • Skilled in the language used at the mission (EN/FR/SP) and the language of the country in which it is located
  • Cognitive and other work-related abilities: Secondary vocational level (MBO)
  • Level of experience: Considerable relevant experience

Competencies

  • The staff member is customer-oriented.
  • The staff member can plan and organize.
  • The staff member is sensitive to the needs of the organization.
  • The staff member is well presented.
  • The staff member can work well with others.
  • The staff member is flexible.     

Work Environment

The Consulate General (CG) in San Francisco is a medium size diplomatic mission with 4 expats and 21 local employees. The CG is active in the fields of economic and technological cooperation and trade, promotion of the Dutch culture, public diplomacy and consular services.

The CG San Francisco serves a resort that covers the thirteen western states (including Alaska and Hawaii) and has an area of approximately 4,8 million km2 (116 x the Netherlands). Seven honorary consuls in the resort of CG San Francisco play an important supporting role in the performance of tasks.

Economic and technological cooperation and trade, and the promotion of Dutch culture and public diplomatic activities are structured in the Economic Cluster of the CG, consisting of  the Economic Department (EA), the Department of Press, Communication and Cultural Affairs (PCC), the Netherlands Foreign Investment Agency (NFIA), and the Holland Innovation Network (HIN).

In the consular area, the office focuses on promoting the interests of the Dutch citizens and on implementing the passport and visa policy. Almost 45,000 people with a Dutch passport live in the resort of CG San Francisco. An estimated 100,000 Dutch people stay in this area for a shorter time each year (both business and leisure).

The operational management department supports the employees of the post. The secretarial and administrative employees and consular employees form a close-knit team of 7 employees and an operational manager. Within the cluster there is flexibility with regard to the commitment of employees to jump in at peak crowds in various areas and to be each other's backstop. The department has set itself the goal of optimizing support to the primary sectors within the post within the framework of the applicable regulations.

Staff Member Profile

The suitable candidate is characterized by flexibility, a high degree of independence and excellent organizational ability. He / She can work well with other colleagues in a work environment with multi-headed leadership and sometimes conflicting priorities.

The Netherlands Government celebrates all forms of diversity and is deeply committed to foster an inclusive environment within its organization. Individuals interested in advancing these diversity goals are strongly encouraged to apply.

Contact

Written applications (incl. Resume) can be addressed to Murad Smit, Operational Manager, email sfn-hr@minbuza.nl.

For more information about the job content, please contact Murad Smit, Operational Manager, email: sfn-hr@minbuza.nl