Executive Assistant & Office Manager

Executive Assistant & Office Manager

About IMCD Group IMCD Group, headquartered in Rotterdam, The Netherlands, is a leading global partner for the distribution and formulation of speciality chemicals and ingredients. IMCD is a strong, innovative business partner and solutions provider for producers of consumer, industrial and durable goods in multiple business sectors: Advanced Materials, Beauty & Personal Care, Coatings & Construction, Food & Nutrition, Home Care I&I (Industrial & Institutional), Industrial Solutions, Lubricants & Energy, and Pharmaceuticals. In partnership with our suppliers, we offer a broad and deep product portfolio. With our over 80 application laboratories across 60 countries, we co-create formulations and offer solutions that allow our business partners to make products with a positive impact on the world of today and tomorrow. Our teams focus on providing commercial and operational excellence, using the best digital and logistics tools available to create a world of opportunity for our partners. In 2025, with over 5,200 employees, IMCD realised revenues of EUR 4,779 million. IMCD N.V.’s shares are traded at Euronext Amsterdam (symbol: IMCD) and included in the Dutch ESG AEX index, as one of 25 companies within the AEX and AMX indices demonstrating best ESG practices. Unleash a new element, Element [E] IMCD has introduced a new, missing element to the chemical periodic table - Element [E]. For us, it stands for our Employees and their Entrepreneurial mindset, the driving force behind our success. Position Summary The Executive Assistant & Office Manager provides high-level administrative support to the executive leadership team while managing the day-to-day operations of the IMCD Holdings office. This role requires exceptional organizational skills, discretion, and attention to detail to coordinate executive schedules, travel, meetings, events, stakeholder visits, and office operations. The successful candidate will be a proactive, solutions-focused professional who thrives in a dynamic environment and excels at balancing multiple priorities while delivering outstanding service and operational excellence. This position must report into the IMCD Miami Office, 5 days a week.

Essential Job Functions Coordinate and manage complex calendars, meetings, conference calls, executive presentations, and domestic and international travel arrangements for executive leadership and visiting stakeholders. Act as a delegated approver within expense management and travel platforms, reviewing submissions, ensuring compliance with established guidelines, and resolving issues or requests for additional information on behalf of leadership. Partner closely with executives to manage priorities, organize deliverables, track deadlines, and monitor action items, ensuring commitments are completed accurately and on time. Proactively identify potential challenges and provide solutions to keep initiatives moving forward. Develop and prepare high-quality presentations, communications, reports, meeting materials, and business documents by gathering and synthesizing information from multiple sources while ensuring consistency with IMCD branding and messaging standards. Leverage technology and digital tools to enhance administrative efficiency, including creating reports, executing mail merges, managing document formatting, and utilizing business systems to support reporting and communication needs. Plan and coordinate team meetings, supplier and customer meetings/events, leadership events, and employee engagement activities, managing logistics, communications, vendor relationships, budgets, and onsite execution to deliver successful outcomes. Serve as the primary point of contact for office operations, ensuring a professional, efficient, and welcoming work environment. Responsibilities include but are not limited to visitor management/reception, ordering and managing office supplies and equipment, mail services, facility coordination, parking administration, vendor management, and general office support. Oversee office facilities and space management, acting as the key liaison for building management, maintenance providers, and service vendors. Ensure workplace functionality, cleanliness, safety, organization, and optimal space utilization. Partner with Human Resources and business leaders to coordinate new employee onboarding activities, including workspace preparation, scheduling, orientation logistics, and employee welcome experiences. Build and maintain strong relationships across all levels of the organization and with external partners, demonstrating professionalism, discretion, and exceptional customer service. Support special projects, strategic initiatives, and other responsibilities as assigned.

Qualifications

Education Associates Degree in a related field. Additional years of experience may offset the degree requirement. Experience Minimum 5 years of experience working in a fast-paced business setting, providing administrative support to high level executives. Knowledge, Skills & Abilities Must be fluent in English and Spanish. High degree of proficiency with Microsoft Office suite including Word, Excel, PowerPoint, MS Teams and Co-Pilot. Strong written, verbal, and presentation communication skills. Strong project management, organizational, and event coordination skills. Must be detail-oriented, deadline-driven, conscientious, able to multi-task, prioritize, and have strong time management skills. Ability to collaborate effectively across the organization at all levels. Possess a high level of discretion and integrity. Preferred Qualifications Experience working at a global organization. Work Environment & Physical Requirements Primarily office-based work utilizing standard office equipment and collaboration technologies. Ability to attend events and meetings, possibly outside of normal business hours. Minimal to no travel requirements. Other Duties Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Compensation & Benefits A successful candidate’s actual compensation will be determined after considering factors such as work history, experience, skill set, and education. This does not include the value of IMCD’s benefits package, which offers bonus eligibility, healthcare, dental, vision, retirement plans, and additional programs designed to support employee well-being.