Executive Assistant

Roquette•Wilmington, NC

7d•Onsite

About The Position

Roquette is a family-owned global leader in plant-based ingredients and a leading provider of pharmaceutical excipients. We are looking for our next Executive Administrative Assistant within our Health & Pharma Solutions (HPS) Leadership Team. The Executive Administrative Assistant will provide comprehensive support to the CEO, COO, and CFO of Roquette's Health & Pharma Solutions Business Unit. This role serves as a trusted business partner responsible for managing complex executive schedules, coordinating domestic and international travel, preparing expense reports, planning leadership meetings and events, supporting executive communications, and ensuring seamless day-to-day administrative operations. This position is located in Wilmington, DE.

Requirements

Associate or Bachelor's degree or equivalent 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.
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.

Nice To Haves

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.

Responsibilities

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.
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.
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.
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.
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.
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.