Executive Administrative Assistant

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 as an Executive Administrative Assistant?

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. Most extreme elements are heat in the summer months of up to 104°F (40°C) and some exposure to cold of generally no less than 15°F (-10°C) in the winter months. There will be exposure to various chemicals and compounds, including fumes and smells, some of them hazardous. The employee may enter confined spaces and work in elevated environments. Employees must be able to wear PPE required by the location. General office noise may be experienced and louder sounds and vibrations when outside. The noise level in the work environment is usually moderate. All environments are safe with appropriate PPE.

Physical Demands

Office AND Terminal Employee

While performing the duties of this job, the employee is regularly required to walk, sit, speak and hear. The employee is required to stand, use hands to finger, handle, or feel; reach with hands and arms; the employee may be required, on occasion, to climb or balance, stoop, kneel, or crouch. The employee may be required to climb ladders/storage tanks up to 50' in height. The employee may be required to enter confined spaces. The employee may occasionally lift and/or move up to fifty (50) pounds. Specific vision abilities required by this job include close vision, peripheral vision, depth perception and ability to adjust focus. Employees may be required to travel by air, rail, bus, or car.

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 our stakeholders, including our own employees, new talents and people in our local communities around the globe. We believe that each individual has the right to be treated with respect and dignity, and to work in a professional atmosphere that promotes equal opportunities and prohibits discrimination or harassment on the basis of race, color, national origin, religion, sex, sexual orientation, age, political orientation or trade union membership, allowing everyone at Vopak to develop their full potential.

It is Vopak's policy to employ and administer employees 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 and 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 otherwise participate in the hiring process, please contact View email address on click.appcast.io.

Want to start as an Executive Administrative Assistant at Vopak?

Are you ready to share your vision and contribute to Vopak's projects? Then start as an Executive Administrative Assistant and apply now!