Finance/administrative Assistant 8hrs/week

MEDrecord/HealthTalk is a internationally distributed team. MEDrecord runs and participates in international healthcare innovation projects (often as project lead). HealthTalk is a SaaS solution for voice-driven clinical reporting, sold to healthcare organisations in the Netherlands.

Most colleagues work abroad; a few are based in the Netherlands. When we want to meet in person, we use a flex office in Leiden. The role is roughly 8 hours per week, with hours you schedule yourself.

You will own the financial and administrative backbone of the company. Our CEO/founder is highly innovative and full of ideas, and relies on someone structured to keep finance and operations on track. In this role you are effectively the conscience of the company on financial discipline and follow-through.

We work with an external accounting firm that handles the financial processing in Exact and tax filings — you are the in-house counterpart who keeps everything moving.

Responsibilities

• Process incoming purchase invoices into the administration (Exact) and execute payments
• Create sales invoices for innovation projects and HealthTalk, and monitor accounts receivable
• Run payroll
• Maintain and update the liquidity forecast
• Track project finances — including chasing delayed subsidy payments and ensuring funds arrive on time
• Support the CEO proactively: spot tasks that need to happen, flag them, and make sure they get done
• Liaise with the external accountant on bookkeeping and tax matters

• Solid experience in finance/bookkeeping, ideally with Exact Online
• Experience with payroll and liquidity planning
• Familiarity with subsidy/grant administration is a strong plus
• Highly structured, organised, and able to set priorities independently
• Assertive — comfortable pushing back and convincing colleagues (including the CEO) when things need to happen
• Self-starter who thrives with autonomy and a flexible schedule
• Working proficiency in Dutch and English (Dutch required for accountant, payroll, and Dutch client invoicing)
• Based in the Netherlands; able to occasionally meet in Leiden