Executive Administrative Assistant

Start your career as an Executive Administrative Assistant at Vopak and contribute to social themes such as energy security and energy transition. We offer you a working environment that is safe and pleasant and where equality, diversity and satisfaction are of paramount importance. Ready to develop yourself and make a positive impact? Improve the world and start as an Executive Administrative Assistant at Vopak. What will you do? Vopak is seeking a new Executive Administrative Assistant . We are looking for a highly organized, detail-oriented professional to serve in a dual-function role supporting senior leadership while also partially supporting the Legal Team. Approximately 70% of this role focuses on executive administrative support — managing calendars, communications, travel, and special projects with precision and discretion. The remaining 30% is dedicated to the Legal Team: assisting with Board of Director meeting preparation, assisting with general organization/administration, and performing basic paralegal support. What do we offer you? Competitive, market-based compensation package depending on your experience and knowledge. Career development and growth opportunities. Medical / Dental / Vision Insurance Flexible Spending Account Options Short Term/Long Term Disability Insurance Basic and Supplemental Life/AD&D Insurance 401(k) Incentive Savings Plan Paid Holidays (Fixed and floating) Paid Time Off and Sick Days Additional Benefits: Tuition Reimbursement Employee Assistance Program Accident Insurance Legal Plan Critical Illness Insurance Hospital Indemnity Insurance Legal Plan ID Theft Insurance Universal Life What do we expect from you as an Executive Administrative Assistant? 5+ years of combined experience in executive administrative support Prior experience supporting C-suite or VP-level executives preferred Outstanding written and verbal communication skills Exceptional organizational skills and meticulous attention to detail High degree of discretion and confidentiality Proficiency with the Google Suite Ability to manage competing priorities with minimal supervision Nice To Have Experience in chemical or petrochemical industry preferred Familiarity with expense management platforms Experience coordinating board meetings and preparing board materials Experience with using the Google suite of products Bachelor’s degree preferred, but not required with equivalent experience All Company Core Competencies as well as the following job specific competencies: Eagerness to Learn Problem Analysis & Judgment Communication & Listening Planning & Organizing Discipline Teamwork What does your day look like? Your Core Responsibilities Are To Manage complex executive calendars, including scheduling meetings, resolving conflicts, and proactively communicating changes Coordinate domestic and international travel arrangements — flights, hotels, ground transportation, and itineraries Prepare correspondence, presentations, reports, and briefing materials on behalf of the executive(s) Screen and prioritize incoming calls, emails, and meeting requests Plan and coordinate logistics for internal and external meetings, offsites, and events Track action items, deadlines, and follow-ups to keep the executive team on schedule Liaise with board members, clients, vendors, and internal stakeholders on behalf of the executive(s) Handle expense reporting, budget tracking, and invoice processing Coordinate office events, such as Town Halls, preparing for VIP visits, Board Meeting Preparation, etc. Assist with Contract Administration as needed Support Legal Team, special projects and strategic initiatives as assigned Work Environment Office AND Terminal Employee — This position requires an employee to be in an office environment as well as exposed to outside elements. Details include potential heat up to 104°F (40°C), cold exposure, exposure to various chemicals and compounds, fumes and smells, and possible confined spaces. PPE may be required. The general noise level is usually moderate. Physical Demands Office AND Terminal Employee — The employee is regularly required to walk, sit, speak and hear. Duties may include climbing ladders/storage tanks up to 50’ in height, entering confined spaces, and occasionally lifting and/or moving up to fifty (50) pounds. Travel by air, rail, bus, or car may be required. Applicants must be eligible to work in the United States. The Company will not sponsor immigration or work visas. Inclusion & Diversity Vopak stores vital products with care. Our commitment to care extends to all stakeholders, including employees, new talents and local communities. We promote equal opportunities and prohibit discrimination or harassment on the basis of race, color, national origin, religion, sex, sexual orientation, age, political orientation or trade union membership. It is Vopak’s policy to employ without regard to race, color, religion, gender, sexual orientation, age, national origin, disability, citizenship status, or status as a disabled veteran or veteran of the Vietnam Era, in accordance with federal and state civil rights laws. Accommodations If you require reasonable accommodation to complete a job application, pre-employment testing, or a job interview, or to participate in the hiring process, please contact View email address on click.appcast.io. Want to start as an Executive Administrative Assistant at Vopak? If you are ready to share your vision and contribute to Vopak's projects, apply now! #J-18808-Ljbffr