Executive Administrative Assistant

Executive Administrative Assistant:
Job Overview

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 safe and pleasant working environment where equality, diversity and satisfaction are of paramount importance. This dual‑function role supports senior leadership (approx. 70%) and provides legal team assistance (approx. 30%).

• Competitive, market‑based compensation package depending on 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
• Tuition Reimbursement
• Employee Assistance Program
• Accident Insurance
• Legal Plan
• Critical Illness Insurance
• Hospital Indemnity Insurance
• Insurance
• Universal Life

• 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

• 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

• Eagerness to Learn
• Problem Analysis & Judgment
• Communication & Listening
• Planning & Organizing
• Discipline
• Teamwork

• 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

This position requires an employee to be in an office environment as well as exposed to outside elements. Extreme environmental conditions may occur, including heat up to 104°F in summer and cold no less than 15°F in winter, as well as exposure to chemicals, fumes and hazards. Employees may work in confined spaces, elevated environments, and must wear PPE when required.

Regular duties include walking, sitting, speaking, hearing, standing, using hands to finger, handle, or feel; reaching with hands and arms; climbing or balancing; stooping, kneeling, or crouching; occasionally climbing ladders or storage tanks up to 50 ft. Occasionally lift or move up to fifty (50) pounds. Specific vision abilities include close vision, peripheral vision, depth perception and focus adjustment. Travel may be required 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.

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…