Office & Business Support Manager
About ZYGO
ZYGO is a fast-growing robotics software company building ZYGOS, a skill-based platform that enables robots to adapt, learn, and operate in complex environments. Our robots are deployed in industries where reliability, autonomy, and intelligence truly matter.
*Most people shouldn’t join a startup. Things break, plans change, and there’s no time for endless meetings or perfect processes. It’s action, every day. If that excites you, you’ll fit right in.
The role
We’re looking for an Office & Business Support Manager to ensure the smooth operation of the ZYGO team and a great workplace environment.
The role will focus on managing daily office operations, health & safety compliance, accounts payable/receivable processing, business meetings & material preparation. You will work closely with the entire team as well as with the founders on business support matters, to ensure the team efforts are as effective and efficient as possible and enable us to achieve our ambitious goals as a company.
This role can be combined with the HR Manager role into a full-time job.
What you will do
- Coordinate interaction with external suppliers for non-technical services/supplies, including office supplies, legal, banking, accounting and payroll services
- Oversee the implementation of company procedures, workflows and compliance with internal regulations
- Organise and prepare internal company events, celebrations and team activities
- Support business meetings and events, both at the ZYGO office and at external locations
- Organise and coordinate meeting scheduling and preparation
- Welcome visitors and provide on-site meeting support
- Support the development of presentation material and meeting documents
- Take care of follow-up communications
- Support the CEO with the preparation of Board meeting material
- Communicate with shareholders and Board Members/Observers
- Oversee admin & finance support activities, including accounts payable/receivable follow-up, documentation for VAT declaration, cash flow statement preparation, and company car fleet admin management.
- Provide management assistance to the founders, including travel booking, calendar management and phone/email interaction with business partners and key customers on their behalf.
What you bring
- Relevant experience in office management, executive support and business admin roles
- Fluent in Dutch; good knowledge of English, including business communication
- Strong organisational skills
- Ability to create structure from chaos
- Ability to oversee multiple activities and to meet deadlines
- Ability to create structure from chaos
- Good communicator and trust builder within diverse teams
- Attention to detail while not losing focus
- Good level of stress resistance
- Ability to spot issues in the organisation before they become a problem
- Ownership mindset with proactive approach to problem solving
Why ZYGO?
- We're still small enough that you'll shape what ZYGO becomes.
- A team that's actively implementing the latest tech to create Physical AI Agents.
- Lots of learning potential with lots of technologies and senior team members.
- Professional workplace despite the fast-paced growth trajectory.
- Have a real-world impact on jobs that are under a lot of pressure.
- No traffic jams on your way to work and no wannapreneurs next door.
