Executive Administrative Assistant

Koninklijke Vopak N.V.; Houston (TX); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Medical / Dental / Vision Insurance

401(k) Incentive Savings Plan

Paid Time Off and Sick Days

Tuition Reimbursement

Job summary

Koninklijke Vopak N.V. seeks an Executive Administrative Assistant in Houston, Texas. This role supports senior leadership and provides legal team assistance in a diverse and inclusive environment.

Ideal candidates have at least 5 years of experience in executive support, exceptional organizational skills, and proficiency with the Google Suite. The position offers a competitive compensation package, career growth opportunities, and comprehensive medical benefits.

Qualifications

• 5+ years of combined experience in executive administrative support.
• Prior experience supporting C-suite or VP-level executives preferred.
• Exceptional organizational skills and meticulous attention to detail.

Responsibilities

• Manage complex executive calendars and scheduling.
• Coordinate domestic and international travel arrangements.
• Prepare correspondence and presentations for executives.

Skills

Executive administrative support

Written communication

Verbal communication

Organizational skills

Discretion and confidentiality

Google Suite proficiency

Education

Bachelor’s degree or equivalent experience

Tools

Google Suite

Job description

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%).

What we offer you

• 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
• 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?

• 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

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.

Physical Demands

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

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 [e-mail].