Executive- & Project Assistant

We are excited to welcome a new colleague to our Rotterdam office who thrives on connecting with people, loves working in a fast-paced environment, and brings passion to everything they do!

Acta Marine is a rapidly growing organization, full of exciting developments and opportunities for the future. Our people are defined by their drive, commitment to collaboration and continuous growth. At Acta Marine, you’ll quickly feel at home, finding your place in an environment that encourages you to shape your own role while tackling engaging challenges. Whether onshore or offshore, our dynamic and supportive culture empowers you to thrive and make an impact.

We are currently looking for an Executive- & Project Assistant to join our team for 32-40 hours a week. In this role, you’ll be the central coordinator, acting as the glue that holds many of our organizational activities together. Your main responsibility will be to provide organizational and administrative support to the Executive Board, ensuring smooth operations across corporate projects, gathering insights to improve processes, and preparing key reports and presentations.

As meeting secretary, you’ll manage corporate documentation, coordinate board meetings, and liaise with key stakeholders like the Supervisory Board, Works Council, and shareholders. This role demands diplomacy and discretion due to its sensitive nature.

Beyond the daily tasks, you'll also play a key role in maintaining our corporate identity, overseeing exhibitions and events, and managing our marketing and external communication on our website and social media channels. To ensure smooth execution, you will collaborate closely with your support team, including the office manager and an external designer.

Key Responsibilities

• Support the executive board in organizational and administrative activities
• Manage corporate secretary functions and document control
• Maintain the corporate project organization and structure processes
• Be the project lead in a few improvement or communication projects
• Collaborate with and lead the support team, including office manager and external designer/media agency
• Organize corporate events, such as the yearly shareholders meeting, the quarterly update events for the office employees and the christening of our new vessels
• Oversee corporate identity and external communication through the website and social channels

Job Requirements

• Minimum HBO level education in Executive Management Assistant, Project Management or Communications
• Five years of experience in a similar role
• Familiarity with managing improvement projects and creating communication content, including articles, social media, and videos
• Proficient in Microsoft Office, especially SharePoint, Teams and Outlook
• Experience in an international company
• Fluent in Dutch and English (both written and spoken)
• Willing and able to work from our Rotterdam office (hybrid arrangement)

Competences

• Demonstrates strong communication skills, building trust and fostering positive, lasting relationships
• Energetic and uplifting attitude
• Thrives in a fast-paced environment
• Self-starter, proactive, and solution oriented
• Ability to switch between different tasks without losing sight of priorities
• Comfortable communicating with internal and external stakeholders
• Accurate and structured work style
• Exceptional organizational and planning skills

After a CV selection of the most suitable candidates for the job, an online or in-person - interview will be arranged. Hereafter the candidates will be invited to do an online assessment (The Predictive Index (PI) Cognitive test). The final selection will be made for the most suitable candidate who will then receive a job offer from us.

Apply for Executive- & Project Assistant via this link.