Management Assistant / Secretary

at  Vopak

WHAT WILL YOU DO AS A MANAGEMENT ASSISTANT?

As a Management Assistant, you will report to the Vice President Finance, while working for the members of the leadership team that are allocated to you and execute all necessary secretarial activities for the department in close cooperation with the other Management Assistant(s) of the department.

YOUR CORE RESPONSIBILITIES ARE:

• Provide general secretarial and administrative support to five of the leadership team members. Efficient management and monitoring of the dynamic agenda, monitoring appointments, handling information flows, signaling and monitoring deadlines;
• Coordinate travel arrangements, (incl. transport, accommodation and visas);
• Organize (international) internal/external meetings, (team)events, conferences and celebrations;
• Align on periodical meetings between the department with amongst others: Vopak global departments, Executive Board, Business Units, and diverse external parties
• Take care of in- and external communication: ensure timely handling of (e-)mail messages, telephone, distinguish between urgent and important matters;
• Prepare correspondence, collect and process information and documentation;
• Managing databases and filing systems;
• Create requisitions and maintain Purchase Orders in the Oracle Cloud finance system;
• Organize (through IT helpdesk) proper set up of systems and workplaces;
• Maintain a team spirit and a healthy work environment.