Management Assistant | Supporting Brilliant Minds at ImPhys!

Job description 

The role

As a Management Assistant within the Optics research group, you are at the heart of the day-to-day organisation of the section. You are the first point of contact for staff, students and guests, and play a key role in keeping things running smoothly.

This role gives you the opportunity to work with a broad and diverse network of people, both within the research group and across the wider department and university. You will be at the center of a dynamic environment where research, education and professional support come together.

In this role, you will:

• Coordinate HR-related processes, including recruitment, appointments and onboarding of new colleagues.
• Manage appointments and meetings for members of the research section.
• Prepare agendas and meeting minutes when required.
• Handle logistical and administrative processes, including bookings and travel arrangements.
• Process purchase orders, invoices and other financial administration.
• Liaise with suppliers, service departments and support teams across the university.
• Organise meetings, conferences, workshops and social events.
• Provide proactive administrative support and help ensure the smooth day-to-day operation of the section.

No two days are the same. With your organisational skills, proactive attitude and service-oriented approach, you help our researchers focus on what they do best: excellent research.

The Team and Department ImPhys

You will work independently for your own section, while being part of a diverse and energetic team of Management Assistants, a Project Officer and a Department Manager. We work closely together, share knowledge and regularly get together.

The Department of Imaging Physics (ImPhys) conducts pioneering research and education within the Applied Physics programme at TU Delft. Our researchers develop technologies that improve healthcare, such as advanced medical imaging techniques, and contribute to a more sustainable society. The department consists of approximately 90 colleagues, supported by a dedicated team of technicians and professional support staff.

Alongside our scientific ambitions, we place great value on maintaining a connected and supportive working environment. Throughout the year, we organise informal activities such as spring and winter coffee gatherings and an annual department retreat day, providing opportunities to get to know colleagues across the department and strengthen our community.

Job requirements 

What we are looking for:

A successful administrative team depends on the right team spirit. We are looking for someone who can work autonomously while also enjoying being part of a collaborative team. You demonstrate professionalism in both your working style and your interactions with others. You adapt easily to a dynamic and ever-changing environment, are comfortable working with a wide range of colleagues and stakeholders and take a proactive approach to resolving and completing tasks.

Your working days can be discussed and agreed in consultation. Availability on Fridays is preferred.

In addition, we are looking for someone with:

• MBO+ or HBO working and thinking level, preferably with an administrative or secretarial qualification.
• 3 years of experience in a similar role.
• Excellent command of Dutch and English (minimum B2 level).
• Proficiency with Microsoft 365 applications, including Outlook, Teams, Excel, Word and PowerPoint.

TU Delft (Delft University of Technology) 

Working at TU Delft means contributing to solutions that really make a difference. 

For over 180 years, we have been training engineers who make an impact worldwide in companies, government bodies, or as entrepreneurs. Our alumni turn knowledge into concrete solutions for the challenges of today and tomorrow. These challenges are changing rapidly. That is why we focus on themes such as energy, climate, digitalisation, artificial intelligence (AI), and smart mobility every day. Our education and research are directly aligned with what society needs now and in the future. 

At TU Delft, our people make the difference. With their knowledge and curiosity, our staff provide a high-quality education and conduct pioneering research that extends beyond the campus. You will have the opportunity to take the initiative, work with others, and grow as a professional. Working at TU Delft means join an international community of professionals and students. Together, we create knowledge, innovations, and solutions that help move the world forward.