Office Manager & Management Support

For 23 years, Hiphophuis has been the place for hip hop skills, knowledge, culture and community; a platform for experiencing and developing hip hop culture. Hiphophuis is rooted in the universal values of Hip Hop, a place where audiences, artists, beginners, professionals and other enthusiasts feel at home. Hiphophuis believes that powerful individuals create stronger communities and thereby bring resilience to society. Ambassadors of ‘hip hop culture’ strengthen the world.

We do this by unlocking creativity, organizing dialogue and reflection, nurturing artistic and organizational talent, and providing stages and publicity. Hiphophuis deploys tools, knowledge and networks that enable participants to grow into confident, well-informed creative leaders who shape their own future and the hip hop community, within and beyond our borders.

The job:

Our team consists of experienced, passionate, community-focused people with different personal and professional backgrounds. Everyone within the organization shares responsibility for cultivating our work culture, in which radical equality is a goal. Continuing the decolonization process and implementing an intersectional vision are essential to Hiphophuis, not only for our current way of working, but also for our future sustainability.
As Office Manager & Management Support, you are the beating heart of Hiphophuis. You ensure everything runs smoothly – from daily operations to supporting the management. You are the connecting link between different departments, projects and stakeholders. With your broad perspective and sense of priorities, you maintain overview, anticipate needs and ensure the team can function optimally.
You work closely with management and support them where needed in strategic and/or operational matters, planning and external contacts. At the same time, you are independently responsible for organizing our work processes, facilities and administrative affairs.

Simply put: if you’re experienced, organizationally strong, work independently, and maintain an overview in a dynamic environment, this might be your place. We prefer someone with life experience who is intrinsically interested in people and who has an intergenerational perspective.

about you:

We’re looking for someone with a mature, proactive work attitude. You have extensive experience in similar roles and know how to bring structure to a creative, dynamic organization. You’re used to working independently, setting priorities and switching between different responsibilities without losing focus.
You’re diplomatic and have a natural authority without being formal. You can deal with different personalities and work cultures, and know when to steer and when to facilitate. You think in solutions, not problems, and take action without waiting for instructions.

You have an affinity with the cultural sector and feel at home in an environment where creativity, diversity and social impact are central. You understand the values Hiphophuis stands for and know how to translate them into your work. If you have this combination of experience, independence and human qualities, then you’re who we’re looking for.

what you bring:

• Minimum 5 years of relevant work experience in office management, coordination or a similar role
• Experience with executive support or working at operational and strategic levels
• Strong organizational skills and the ability to keep multiple balls in the air
• Excellent communication skills in Dutch and English, both verbal and written
• Experience with financial administration, budget management and reporting
• Knowledge of HR processes and personnel matters is a plus
• Proficiency with digital tools and systems (Office suite, project management software, planning tools)
• Affinity with hip hop culture and diversity & inclusion issues
• Proactive, independent work attitude with a strong sense of responsibility
• Discretion and integrity in handling confidential information
• Flexibility and stress resilience in a dynamic environment
• Strong social skills and ability to operate at different levels

Responsibilities:

Management Support

• Support management with planning, documentation and external contacts
• Agenda management, preparation and minutes of management meetings and board meetings
• Coordination of management correspondence and communication with external partners
• Support with policy development and strategic projects
• Monitoring progress of operational and strategic objectives

Office Management

• Responsible for the day-to-day running of the office
• Management of facilities, workspaces and office supplies
• Point of contact for landlords, suppliers and external service providers
• Monitoring contracts and agreements
• Organization of team meetings, team outings and internal events
• Ensuring a pleasant, safe and inspiring work environment

HR & Personnel

• Coordination of onboarding and offboarding processes
• Management of personnel files and employment conditions
• Point of contact for team members with practical and organizational questions
• Support with team development and company culture

What We Offer:

• A diverse, responsible position in an inspiring environment
• An informal, learning-oriented work culture where growth is central
• A driven team that values collaboration and diversity
• Workplace in the artistic heart of Rotterdam
• 32 hours per week
• Free access to events, classes and merchandise from Hiphophuis
• Salary in accordance with experience and CAO Kunsteducatie (Arts Education collective agreement)
• Room for your own input and professional development

Think You’re a Match?