Executive Assistant

Roquette; Wilmington (DE); On-site; USD 82,995 - 110,007; Full time

Job summary

Roquette is seeking an Executive Administrative Assistant to provide comprehensive support to the CEO, COO, and CFO of Roquette’s Health & Pharma Solutions Business Unit. The role operates in a fast‑paced, cross‑functional environment with global responsibilities.

You will manage calendars, coordinate international travel, and prepare materials for leadership meetings while maintaining confidentiality and project management excellence.

Qualifications

• Associate or Bachelor's degree or equivalent experience.
• 5+ years of experience supporting senior executives.
• Experience managing complex international travel and executive calendars.

Responsibilities

• Manage calendars for CEO, COO, and CFO.
• Coordinate meetings across time zones and stakeholders.
• Prepare meeting materials and agendas.
• Manage travel arrangements and visas.
• Prepare executive expense reports and ensure policy compliance.
• Draft executive communications and coordinate events.

Skills

MS Office

Communication

Organization

Project Management

Confidentiality

Education

Associate or Bachelor's degree or equivalent experience

Job description

Roquette is a family‑owned global leader in plant‑based ingredients and a leading provider of pharmaceutical excipients. As a family‑owned company with over 90 years of experience, we collaborate with customers and partners to imagine and offer ingredients that better feed people and treat patients. The Executive Administrative Assistant will provide comprehensive support to the CEO, COO, and CFO of Roquette’s Health & Pharma Solutions Business Unit.

Compensation: The current salary range for this role is estimated to be $82,995 - $110,007. The position may also be eligible for performance‑based incentive compensation.

What You’ll Do

Executive Support

• Manage complex and frequently changing calendars for the CEO, COO, and CFO.
• Coordinate meetings across multiple time zones and global stakeholders.
• Prioritize scheduling requests and proactively resolve conflicts.
• Prepare meeting materials, agendas, presentations, and supporting documentation.
• Monitor executive action items and follow up on deadlines and commitments.
• Serve as a primary point of contact for executive administrative matters.

Travel & Expense Management

• Coordinate domestic and international travel arrangements, including flights, hotels, ground transportation, visas, and itineraries.
• Develop detailed travel plans and ensure executives have all required travel documentation.
• Anticipate and resolve travel‑related issues and last‑minute changes.
• Prepare and process executive expense reports accurately and in a timely manner.
• Ensure compliance with company travel and expense policies.

Leadership Meetings & Town Halls

• Coordinate HPS leadership meetings, Executive Committee meetings, and strategic business reviews.
• Organize virtual and in‑person town halls including logistics, communications, agendas, and meeting materials.
• Support leadership off‑sites, workshops, and employee engagement events.
• Partner with Communications and HR teams to ensure effective event execution.
• Manage meeting logistics, catering, room reservations, attendee communications, and post‑event follow‑up.

Event & Project Coordination

• Plan and coordinate executive visits, site visits, customer meetings, and leadership workshops.
• Manage logistics for regional and global leadership events.
• Coordinate accommodations, transportation, venue arrangements, catering, and meeting support.
• Track project milestones and support execution of special initiatives.

Communications & Stakeholder Management

• Draft and distribute executive communications on behalf of senior leaders.
• Support preparation of presentations, reports, and communication materials.
• Coordinate with executive assistants and business leaders across the organization.
• Handle highly confidential information with professionalism and discretion.
• Foster strong working relationships across functions and regions.

Administrative Operations

• Maintain executive records, spreadsheets, dashboards, and reporting tools.
• Support budget tracking and administrative processes.
• Coordinate office‑related activities and support leadership team needs.
• Manage purchase orders, invoices, and vendor coordination as needed.
• Identify process improvements that enhance efficiency and effectiveness.

What You’ll Need

Education

• Associate or Bachelor's degree or equivalent experience.

Experience

• 5+ years of experience supporting senior executives, preferably at Vice President, C‑Suite, or Executive Committee level.
• Experience managing complex international travel arrangements and executive calendars.

Skills

• Strong proficiency with Microsoft Office Suite, including Outlook, Teams, PowerPoint, Excel, and Word.
• Excellent written and verbal communication skills.
• Strong organizational and project management capabilities.
• Ability to manage multiple priorities and deadlines simultaneously.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.

Preferred Qualifications

• Experience supporting senior executives within a global organization.
• Experience coordinating leadership meetings, town halls, and executive events.
• Knowledge of expense management systems and travel management platforms.
• Experience working within healthcare, pharmaceutical, ingredients, or manufacturing industries.

Critical Competencies

• Executive presence and professionalism.
• Strong business acumen.
• Anticipation and proactive problem solving.
• Relationship building and stakeholder management.
• Adaptability and resilience.
• Attention to detail.
• Confidentiality and discretion.
• Customer‑service mindset.
• Strong prioritization skills.
• Global and cross‑cultural collaboration.

Success Measures

• Enable the CEO and COO to focus on strategic business priorities.
• Ensure flawless execution of executive travel, meetings, and events.
• Deliver exceptional support to leadership teams and key stakeholders.
• Maintain a high level of professionalism, confidentiality, and responsiveness.
• Drive administrative excellence and operational efficiency across the HPS leadership organization.

Work Environment: This role spends approximately 100% of the time in an office environment.

Physical Demands: The employee must be able to speak or hear, stand, walk, climb stairs, use hands and fingers to handle or feel, and reach with hands and arms. Employees may be required to work in hot, cold, and loud environments and may need to wear a respirator (manufacturing only).

Position Type / Expected Hours of Work: This is a full‑time position. Days and flexible hours of work are required to meet business demands.

Equal Opportunity Employer
Roquette is an Equal Opportunity Employer. Employment decisions are made without regard to protected characteristics.