Executive Administrative Assistant

Executive Administrative Assistant

Department: Office Management
Reports to: President, EMEA
Location: Utrecht (NL)

About us

Medline is a leading provider of medical-surgical products and supply chain solutions, serving all points of care. Through a wide-ranging product portfolio, a robust supply chain network and modern clinical solutions, Medline helps healthcare providers (HCPs) improve their clinical, financial and operational outcomes. Headquartered in Northfield, Illinois, United States, the company employs more than 43,000 people worldwide and operates in more than 100 countries and territories. Outside the US, Medline International B.V. serves as the international headquarters and is located in the Utrecht Netherlands. To learn more about Medline’s operations in Europe, visit www.medline.eu.

Purpose

We are looking for a full-time experienced Executive Administrative Assistant to provide advanced secretarial and administrative support to our senior management. Using technical and business vocabulary and with a detailed knowledge of our organization’s operations, procedures, and personnel, your role is instrumental in supporting two members of our executive team (the President of EMEA, International and the senior director Human Resources) to be their most productive. In this dynamic role, you will make independent decisions regarding planning, organizing and scheduling work, all within established guidelines. You will collect, compile and analyze relatively complex data and information and compose straightforward written descriptions/summaries of the results.

We are seeking a highly Executive Assistant to act as a trusted partner to the President, EMEA, providing proactive, strategic, and operational support at the highest level of the organization. In this role, you will serve as a central coordination point for executive priorities, ensuring seamless execution of leadership activities, enhancing decision-making efficiency, and enabling the President to focus on strategic business objectives across the region. You will operate with a high degree of autonomy, discretion, and judgment, managing complex schedules, communications, and cross-functional interactions while anticipating needs and driving alignment across stakeholders.

Activities and responsibilities

• Act as a trusted advisor and primary liaison to the President, EMEA

• Anticipate priorities, proactively manage competing demands, and optimize executive effectiveness

• Support preparation for key meetings, ensuring relevant materials, insights, and briefings are available

• Maintain a high level of confidentiality and discretion in all business matters

• Orchestrate complex and high-volume calendar management across multiple time zones for the President, EMEA and SR Director EMEA Human Resources.

• Ensure strategic alignment of meetings with business priorities

• Make independent decisions on scheduling, prioritization, and time allocation

• Serve as a key coordination interface with internal leadership, HR, and external stakeholders

• Plan and manage complex international travel itineraries, ensuring efficiency and alignment with business objectives

• Handle last-minute changes with agility and sound judgment

• Organize and coordinate leadership meetings, including senior management

• Prepare agendas, materials, and follow-up actions

• Compose and proofread letters and documents.

• Exercise discretion and independent judgment in analyzing and summarizing complex information requests/reports and determining complex trends.

Are you a match?

• Minimum 6+ years of Executive Assistant experience, including direct support to senior executives or C-level leadership

• Proven ability to operate in a fast-paced, high-complexity environment

• Strong business judgment and proactive mindset

• Advanced proficiency in Microsoft Office (Outlook, Excel, PowerPoint, Word)

• Excellent written and verbal communication skills - English required

• Hands-on mentality.

• Available for 5 days (40 hours) per week with a minimum of 3 days working from our European Headquarters in Utrecht.

What we offer

• Market related salary and a bonus plan

• A range of training opportunities

• Employee Assistance Program

• Hybrid working option

• International working environment

• And other benefits depending on the country you will be based in

Ready for a new challenge?

Medline thrives when everyone feels truly connected and empowered to contribute their unique insights. We aim to ensure an environment where every individual feels a strong sense of belonging and is fully engaged. We're eager to welcome applicants, regardless of background and/or lived experiences, recognising that our differences in perspectives enables us to carry out our mission to help improve healthcare delivery and outcomes. We look forward to receiving your application.

Contact

Please apply below with your CV or LinkedIn profile before 18th June 2026. We look forward hearing from you!