Job Description

Executive Assistant

Application Deadline: 24 April 2026

Department: Commercial

Employment Type: Permanent - Full Time

Location: Rotterdam, Netherlands

Who You Are / Your Next Challenge

The Executive Assistant will be required to interact with a range of stakeholders both internally and externally who are strategically important to the business and is therefore responsible for portraying a highly professional impression to external contacts including VIPs and PCI HQ Delegates.

On a day-to-day basis, the Executive Assistant will also need to be able to manage the CEO and CFO competing demands with a high degree of confidence and professionalism. Responsibilities will include diary management, managing complex travel arrangements including the obtainment of temporary / business visas where necessary, processing expenses, handling correspondence to internal and external stakeholders, as well as discretely handling confidential and sensitive information, in addition to performing information gathering tasks and web searching to support the production of board and/or executive papers in a timely manner.

The role necessitates a high degree of autonomy and initiative and the need to make decisions on a daily basis within the agreed standards and framework, in a context of changing demands. Performance in this role will make a significant contribution to the effective performance of the CEO and CFO by supporting their administrative and information needs.

The ability to read and write in Chinese is a requirement for this role.

Key Responsibilities

• Proactively help manage the CEO and CFO complex diary, assisting them to maximise their time, such as advising them on upcoming commitments, prioritisation, managing regular changes and dealing professionally with competing meeting requests.
• Making complex travel arrangements (including international), hotel bookings, visa requirements etc. with minimal supervision, within known preferences.
• Liaising with the Director and actively updating his work plan, projects and responsibilities, including monitoring of commitments and deadlines, maintaining confidentiality.
• Planning arrangements for Strategic Management Group, Board and Board sub-committee meetings, including booking rooms, arranging catering, travel arrangements for external participants and collation and circulation of relevant papers and agendas.
• Coordinating room bookings for internal/external meetings and VCs across multiple locations and time-zones.
• Taking minutes, notes in meetings to support follow-up actions,
• Managing the Directorate filing systems, mailing list and contacts database, taking telephone messages and dealing appropriately with incoming and outgoing post.
• Providing general administrative duties including word processing, collating and preparing documents.
• Participating in team meetings, retreats and other institute events.
• Supplying comprehensive information in response to internal and external requests to include in website/intranet services.
• Basic library and internet searches and presentation of information in appropriate formats.
• General secretarial support for the Director of Strategy Operations and Development Officer as required
• Other clerical duties and special projects as arise.
• Other tasks assigned by CFO.
• The successful candidate must be willing to work 5 days in the office.

Skills, Knowledge and Expertise

• Bachelor’s degree and/or equivalent professional work experience.
• Proven experience in an executive assistant role or administrative role that provides direct support to Upper Management, Senior Leadership Team or Senior Executives.
• Experience of management of senior colleagues’ inbox, including use of own initiative and know when to respond to emails on their behalf and when to escalate emails to senior colleagues as a priority.
• Ability to read and write in both English and Chinese is required.
• Excellent verbal and written communication skills and ability to build rapport with a diverse range of stakeholders, internally and externally.
• Previous experience working to tight deadlines, managing a high workload, conflicting priorities effectively.
• Capable of working independently, being resourceful and aligning with international teams.
• Advanced skills in Outlook, Excel, MS Word and PowerPoint.
• A positive and approachable individual with the willingness to go beyond the scope of the usual job description.
• High level of discretion/confidentiality when handling sensitive and confidential information.
• Be a highly organised individual with excellent time management skills.
• Ability to be flexible, reflective and solution focussed when problem solving and to adapt to changes in environment, work and circumstance.

Benefits

This role offers a competitive salary (commensurate with experience), plus a comprehensive benefits package including Insurance coverage; Health Insurance, Pension Scheme, Gym Allowance, Commuting Allowance, 8% annual holiday allowance and 28 vacation days (excluding bank holidays), discretionary performance related bonus and more.
Interested?


If the role sounds like you, we invite you to upload a copy of your CV by clicking on the Apply button.
Start Date ASAP
Strictly No Recruitment Agencies; any submission of CV’s without prior request/ engagement from Petroineos will not be deemed as an introduction and therefore will not warrant an introduction fee.


For all job applicants looking to join us, please note Petroineos / PetroChina does not ask for fees prior/during/after the application process. We do not ask for banking details or personal financial information in return for the assurance of employment. Always apply through our Jobs on our Careers site, LinkedIn or a site which links back to our Jobs and Careers site for you to apply.