Executive Assistant

Acta Marine; Rotterdam; Hybrid; EUR 60,000 - 90,000; Full time

Job summary

Acta Marine in Rotterdam is seeking an Executive Assistant to join our team as the central coordinator for the Executive Board and to safeguard smooth operations across corporate projects. You will support board activities, ensure documentation quality, and liaise with key stakeholders.

You will manage corporate secretary duties, coordinate meetings, and help shape our corporate identity while collaborating with the Office Manager, external designer and Communication Coordinator.

Qualifications

• Minimum HBO level education in Executive Management Assistant, Project Management or Communications.
• Five years+ of experience in a similar high-level executive support or communications role.
• Familiarity with managing improvement projects and creating communication content, including articles, social media and videos.
• Strong proficiency in Microsoft 365, including SharePoint, and experience with board documentation software, WordPress.
• Affinity with modern communication tools, branding, and B2B communication.
• Experience in an international company.
• Full proficient in Dutch and English (both written and spoken).
• Willing and able to work from our Rotterdam office (hybrid arrangement).
• Residence in Rotterdam area

Responsibilities

• Provide organizational and administrative support to the executive board.
• Manage corporate secretary functions and document control.
• Acts as first point of contact for executive communication and information requests.
• Ensure timely preparation, planning and follow-through of executive meetings, documentation cycles and communication deliverables.
• Maintain the corporate project organization and structure processes.
• Lead the support-team including the Office Manager, external designer and Communication Coordinator.
• Organize corporate events, such as the annual shareholders meeting, the quarterly update events for the office employees and the christening of our new vessels.
• Oversee corporate identity and external communication through the website and social channels.

Skills

Executive support

Stakeholder management

Communication content creation

Multitasking

B2B communication

Education

HBO level education in Executive Management Assistant, Project Management or Communications

Tools

Microsoft 365

SharePoint

WordPress

Board documentation software

Job description

We are excited to welcome a new colleague to our Rotterdam office who thrives on connecting with people, loves working in a fast-paced environment, and brings passion to everything they do!

Acta Marine is a rapidly growing organization, full of exciting developments and opportunities for the future. Our people are defined by their drive, commitment to collaboration and continuous growth. At Acta Marine, you’ll quickly feel at home, finding your place in an environment that encourages you to shape your own role while tackling engaging challenges. Whether onshore or offshore, our dynamic and supportive culture empowers you to thrive and make an impact.

We are currently looking for an Executive Assistant to join our team for 32-40 hours a week. In this role you will be the central coordinator, acting as the glue that holds many of our organizational activities together. Your main responsibility will be to provide organizational and administrative support to the Executive Board, ensuring smooth operations across corporate projects, gathering insights to improve processes, and preparing key reports and presentations.

As Executive Assistant, you will manage corporate documentation, coordinate board meetings, and liaise with key stakeholders such as the Supervisory Board, Works Council and shareholders.

Beyond the daily tasks, you’ll also play a key role in maintaining our corporate identity, overseeing exhibitions and events, and managing our marketing and external communication on our website and social media channels. To ensure smooth execution, you will collaborate closely with your support team, including the Office Manager, external designer and Communication Coordinator.

You’ll act as a trusted partner by understanding organisational sensitivities, cultural dynamics and stakeholder interests. Build strong relationships across the business, anticipate potential tensions or concerns, and demonstrate the courage and emotional intelligence to surface sensitive matters in a constructive and respectful manner.

Given the sensitivity of the role, a high level of diplomacy and discretion is essential.

Key Responsibilities

• Provide organizational and administrative support to the executive board
• Manage corporate secretary functions and document control.
• Acts as first point of contact for executive communication and information requests.
• Ensure timely preparation, planning and follow-through of executive meetings, documentation cycles and communication deliverables.
• Maintain the corporate project organization and structure processes.
• Lead the support-team including the Office Manager, external designer and Communication Coordinator.
• Organize corporate events, such as the annual shareholders meeting, the quarterly update events for the office employees and the christening of our new vessels.
• Oversee corporate identity and external communication through the website and social channels.

Job Requirements

• Minimum HBO level education in Executive Management Assistant, Project Management or Communications.
• Five years+ of experience in a similar high-level executive support or communications role.
• Familiarity with managing improvement projects and creating. communication content, including articles, social media and videos.
• Strong proficiency in Microsoft 365, including SharePoint, and experience with board documentation software, WordPress.
• Affinity with modern communication tools, branding, and B2B communication.
• Experience in an international company.
• Full proficient in Dutch and English (both written and spoken).
• Willing and able to work from our Rotterdam office (hybrid arrangement).
• Residence in Rotterdam area

Competences

• Exceptional organisational and multitasking abilities.
• Strong stakeholder management and interpersonal communication skills.
• Demonstrates strong communication skills, building trust and fostering positive, lasting relationships.
• Energetic and uplifting attitude.
• Thrives in a fast-paced and dynamic environment.
• High level of discretion, diplomacy, and confidentiality.
• Self-starter, proactive, and solution oriented and independent working style.
• Ability to switch between different tasks without losing sight of priorities.
• Comfortable communicating with internal and external stakeholders.
• Accurate and structured work style.