Executive Administrative Assistant

Vopak • Houston, TX

3d • Hybrid

About The Position

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
• Critical Illness Insurance
• Hospital Indemnity Insurance
• Legal Plan
• ID Theft Insurance
• Universal Life

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree