Executive Assistant

Position Summary

This position provides executive administrative support to the Division President and is responsible for the oversight of the Division’s part-time assistant.

Requirements:

• AA degree in Business or related field or minimum of 10 years clerical experience working with sr. managers

• College courses in business, finance, or related fields helpful

• Certified Professional Secretary

• Minimum of 7 years office clerical experience (with AA degree in Business or related field)

• Excellent computer skills including Microsoft Office Suite, various email and internet programs and applications, organizational chart programs, financial and sales programs, etc.

• Experience working with various office equipment; ability to troubleshoot equipment

• Excellent English communication skills, especially written and oral communications; listening skills; ability to communicate with all levels of management; diplomatic skills

• Ability to multi-task; self-motivated; prioritizes; excellent organizational skills

• Demonstrated ability to keep information highly confidential

• Accurate typing skills required

What we can offer:

• ​Medical / Dental Insurance                               

• Vision Insurance                                           

• Short Term/Long Term Disability Insurance         

• Holidays (9 fixed holidays and 2 floating holidays)

• Basic Life/AD&D Insurance                               

• Tuition Reimbursement

• Supplemental  Life/AD&D Insurance                                                   

• Vacation 

• 401(k) Incentive Savings Plan

• Paid Time Off

Task & Responsibilities:

• Responsible for supporting the Americas Division President.

• Manages the Division’s part-time assistant, giving direction and delegating workload accordingly.

• Manages and makes arrangements for the Division President’s travel, working with travel agents, airlines, hotels, drivers, etc. as needed.

• Processes the Division President’s expenses, entering them into the system.  Also serves as a delegate to approve the expenses of the Division President’s Direct reports after careful assessment that said expenses are valid and in compliance with Vopak’s expense policy. 

• Manages electronically the Division President’s calendar, responding to meeting invites and sending out meeting invites with relevant details for all requested participants.

• Prioritizes the Division President’s emails, filing emails into subfolders such as “Urgent”, “To Do”, “FYI Only”, etc.

• Drafts emails and responds to select emails on the behalf of the Division President.

• Issues meeting agendas on behalf of the Division President.  

• Uploads and manages files/presentations on Google Drive that are to be shared prior to and during meetings that are held by the President or for which the President is to attend.

• Responsible for all organizational details for meetings held by the President, both on-site and off-site, including making arrangements for hotel rooms, conference room(s), meals, snacks, auxiliary equipment, team building activities, facilitators, etc.  

• Assists with making arrangements as needed when members of the Executive Board are visiting the Americas Division.

• Manages the Division’s distribution lists for Google emailing purposes.  Informs other administrators of new employees to be added to existing distribution lists maintained by those other administrators.

• Processes business visas to countries as needed.

• Develops and maintains the Division calendar (eg. AMTs, extended AMTs, ALTs, AMM, etc.)

• Creates and/or updates presentation slides and/or spreadsheets for the Division President from time to time.  Creates graphs and charts as needed.

• Creates and maintains files and logs as required

• Writes numerous correspondences and communications in varying styles as required; types reports as required; handles recurring communications.

• Assists as required with preparation of Budget 

• Prepares and maintains Emergency Response Information 

• Opens, date stamps, and distributes mail; delivers faxes; handles incoming and outgoing certified mail

• Assists employees with computer program issues; tutors users in Microsoft Office Suite 

• Ensures departmental policies and procedures are current and accurate

• Creates and maintains department organization chart

• Handles purchasing for department

• Handles all general office work including, but not limited to, copying, filing, faxing, administrative assistance, conference room reservations; interdepartmental communications, etc.

• Holds Notary Public certification

• Abides by all safety procedures and practices applicable to location and position; participates in appropriate safety training; demonstrates commitment to and support of SH&E principles and values; champions safety as necessary

• Performs other duties assigned by the Division President that fall within the generally expected scope of this position

Applicants must be eligible to work in the United States.  The Company will not sponsor immigration or work visas.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)