Executive Assistant

AAK; Zaandijk; On-site; EUR 60,000 - 85,000; Full time

Job summary

AAK Zaandijk is seeking an experienced Executive Assistant who will provide high-level support to two division presidents. The role involves managing complex calendars, international travel, and confidential communications across a global organization.

You will collaborate with senior leaders and staff worldwide, including external travel partners, while maintaining discretion and proactive problem-solving.

Qualifications

• 5–7 years in a similar executive support role.
• Bachelor's degree or equivalent professional experience.
• Experience supporting senior executives in international settings.
• Strong written and verbal communication with discretion.

Responsibilities

• Manage complex calendars, travel coordination, and meetings.
• Organize and book international travel and itineraries.
• Act as first-line communication interface: filter, prioritize, and follow up.
• Prepare, review, and finalize PowerPoint presentations and reports.
• Ensure timely follow-up on emails and documents.
• Support expense reporting (Concur) and coordinate with providers.
• Handle confidential information with discretion and professionalism.
• Maintain smooth operational rhythm and anticipate needs.

Skills

Executive support

Calendar management

Travel coordination

PowerPoint

Outlook

Excel

Communication

Education

Bachelor's degree

Tools

SAP

Concur

Uniglobe

Job description

Our story goes back more than 150 years, to the chilly southern coast of Scandinavia. From our early success in Sweden and Denmark, we’ve grown into the world’s leading specialist producer of plant-based oils, employing more than 4,000 people all across the globe.

We work with our customers to make the products you love even better. The oils we produce go into making your chocolate extra-creamy or putting the crunch into your croissant. And it’s not just food — we work across industries to make products that are higher quality, healthier and better for the planet.

Everything we do is about Making Better Happen™.

AAK Zaandijk

This position is based in Zaandijk Netherlands.

About The Role

This role provides high-level executive support to two division presidents, enabling seamless planning, coordination, and communication across a global organization. The Executive Assistant serves as a critical enabler of the presidents’ effectiveness—acting as a first point of contact, managing complex schedules and information flows, and translating ambiguity into structured actions. The successful candidate will support two globally focused leaders and will collaborate daily with colleagues and stakeholders - internally, this includes senior leaders, management teams, and staff across global offices across multiple regions. In you will work external stakeholders such as travel partners etc.

This role demands close involvement in strategic and operational initiatives by delivering exceptional administrative and organizational support. Communication responsibilities range from transactional tasks (e.g., scheduling and logistics) to more strategic support, such as filtering information, prioritizing messages, and ensuring clear and timely follow-up. Success in this role requires a professional, service-oriented, and discreet communication style. The ideal candidate excels at managing both well-defined administrative tasks and more fluid, evolving situations. A proactive and solution-focused mindset is essential, along with the ability to independently identify the next steps, anticipate needs, and ensure deadlines and decisions are followed through, often based on reviewing materials beyond their immediate area of expertise. Given the frequent travel schedules of the division presidents, the Executive Assistant is expected to operate independently and manage responsibilities remotely with a high degree of flexibility and responsiveness. The role involves handling time-sensitive matters and shifting priorities while maintaining the utmost confidentiality and integrity.

Responsibilities

• Manage complex calendars, including travel coordination and internal/external meetings
• Organize and book international travel, including itineraries and related documentation
• Act as first-line communication interface: filter, prioritize, and follow up on incoming requests and information
• Prepare, review, and finalize PowerPoint presentations and reports
• Ensure timely follow-up on emails and documents; proactively highlight issues or required actions
• Support in expense reporting (e.g., Concur) and coordination with relevant service providers (e.g., Uniglobe)
• Handle confidential information with discretion and professionalism
• Maintain a smooth operational rhythm, anticipating needs based on context and priorities

About You

• At least 5 to 7 years’ experience in a similar role, ideally coming from a matrix organization environment.
• Bachelor's degree (e.g., Business Administration, Communication, Office Management) or equivalent professional experience
• Demonstrated experience supporting senior executives in international, fast-paced environments
• Strong conceptual and analytical skills, with the ability to grasp complex information and translate it into clear actions
• Proficiency in Microsoft Office, particularly Outlook, PowerPoint, Word, and Excel
• Familiarity with SAP, Concur, and corporate travel booking systems (e.g., Uniglobe) is a plus
• Exceptional attention to detail, a proactive mindset, and the ability to work independently with minimal guidance
• Available for occasional travel, possibly once per month or less.This is a fulltime, 40 hour per week position, Monday to Friday.

In return AAK offer

Join a pioneering company in specialty oils and fats, driving innovation and sustainability.

In AAK you can work across 25+ countries, gaining international exposure and collaborating with a diverse team.

AAK invests in your development with training, mentorship, and clear career paths.

You will contribute to a greener world with AAK's sustainability-focused approach.

Join a diverse and inclusive workplace that values every individual's perspective and talents.

About AAK

Everything AAK does is about Making Better Happen™. We specialize in plant-based oils that are the value-adding ingredients in many of the products people love to consume. We make these products better tasting, healthier, and more sustainable. At the heart of AAK’s offer is Customer Co-Development, combining our desire to understand what better means for each customer, with the unique flexibility of our production assets, and a deep knowledge of many products and industries, including Chocolate & Confectionery, Bakery, Dairy, Plant-based Foods, Special Nutrition, Foodservice and Personal Care. Our 4,000 employees support our close collaboration with customers through 25 regional sales offices, 15 dedicated Customer Innovation Centers, and with the support of more than 20 production facilities. Listed on Nasdaq Stockholm and with our headquarters in Malmö, Sweden, AAK has been Making Better Happen™ for more than 150 years.

AAK prohibits discrimination on the basis of race, color, sex, sexual orientation, age, national origin, physical or mental disability, religion, veteran status, and any other class of individuals protected from discrimination under state or federal law in any aspect of the access to, admission, or treatment of students in its programs and activities, or in employment and application for employment.