Executive Secretary Jobs in Delaware (NOW HIRING)

Roquette is a family-owned global leader in plant-based ingredients and a leading provider of pharmaceutical excipients. Using plant-based resources, we collaborate with our customers and partners to imagine and offer ingredients to better feed people and treat patients. Each of our ingredients responds to unique and essential needs, and they enable healthier lifestyles.

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.

Compensation:

The current salary range for this role is estimated to be $82,995 - $110,007. In addition, this position may also be eligible to earn performance-based incentive compensation. The specific compensation offered to a candidate will be influenced by a variety of factors including but not limited to skills, qualifications, experience, and location.

Executive Support

• 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.

Travel & Expense Management

• 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.

Leadership Meetings & Town Halls

• 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.

Event & Project Coordination

• 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.

Communications & Stakeholder Management

• 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.

Administrative Operations

• 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.

Education: Associate or Bachelor's degree or equivalent experience.

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.
• Preferred: Experience supporting senior executives within a global organization.
• Preferred: Experience coordinating leadership meetings, town halls, and executive events.
• Preferred: Knowledge of expense management systems and travel management platforms.
• Preferred: Experience working within healthcare, pharmaceutical, ingredients, or manufacturing industries.

• Executive presence and professionalism
• Strong business acumen
• Anticipation and proactive problem solving
• Relationship building and stakeholder management
• Adaptability and resilience
• Attention to detail
• Confidentiality and discretion
• Customer-service mindset
• Strong prioritization skills
• Global and cross-cultural collaboration

• Enable the CEO and COO to focus on strategic business priorities.
• Ensure flawless execution of executive travel, meetings, and events.
• Deliver exceptional support to leadership teams and key stakeholders.
• Maintain a high level of professionalism, confidentiality, and responsiveness.
• Drive administrative excellence and operational efficiency across the HPS leadership organization.

• This role spends approximately 100% of the time in an office environment.

• While performing the duties of this job, the employee is required to speak or hear. The employee is frequently required to stand; walk, climb stairs, use hands and fingers to handle or feel; and reach with hands and arms; work in hot, cold and loud environments. Employee must be able to wear a respirator. (manufacturing only)

• This is a full-time position. Days and flexible hours of work are required to meet business demands.

Roquette is an Equal Opportunity Employer. Employment decisions are made without regard to protected characteristics.

Other Duties

This job description is not designed to contain a comprehensive listing of activities, duties, or responsibilities and may be modified based on business needs.

If you identify yourself in this position, please apply by uploading your resume and let's start the journey together!

Roquette is proud to be a global company where you can find personal and professional growth through multiple diverse experiences.

Roquette strives to create a dynamic workforce while remaining firmly committed to equal opportunity by complying with EEO laws.

As we continue to grow, Roquette understands that to be successful we must always be inclusive in our approach.

To find out more about our products, values and sustainable development ambitions visit us at www.roquette.com and at www.sustainability.roquette.com