Executive Administrative Assistant

Royal Vopak•Houston, TX

2d•Hybrid

About The Position

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 working environment that is safe and pleasant and where equality, diversity and satisfaction are of paramount importance. Ready to develop yourself and make a positive impact? Improve the world and start as an Executive Administrative Assistant at Vopak. Vopak is seeking a new Executive Administrative Assistant. We are looking for a highly organized, detail-oriented professional to serve in a dual-function role supporting senior leadership while also partially supporting the Legal Team. Approximately 70% of this role focuses on executive administrative support — managing calendars, communications, travel, and special projects with precision and discretion. The remaining 30% is dedicated to the Legal Team: assisting with Board of Director meeting preparation, assisting with general organization/administration, and performing basic paralegal support.

Requirements

5+ years of combined experience in executive administrative support
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
Applicants must be eligible to work in the United States.
The Company will not sponsor immigration or work visas.

Nice To Haves

Prior experience supporting C-suite or VP-level executives preferred
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

Responsibilities

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

Benefits

Competitive, market-based compensation package depending on your 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
ID Theft Insurance
Universal Life