Administrative Assistant

1 week geleden

Rotterdam, Zuid-Holland, Nederland Vitol Voltijd
Company Description

Vitol is a leader in energy and commodities. Vitol produces, manages and delivers energy and commodities to consumers and industry worldwide. In addition to its primary business of trading, Vitol is invested in infrastructure globally, with $10+billion invested in long-term assets.

Vitol's customers include national oil companies, multinationals, leading industrial companies and utilities. Founded in Rotterdam in 1966, today Vitol serves its customers from some 40 offices worldwide. Revenues in 2023 were $400bn.

Job Description

Reporting to the Senior Corporate Governance Team Manager, we are seeking a Corporate Governance Assistant for a fixed 12-month contract, with the possibility to extend for the right candidate. This is an entry-level position, ideal for candidates starting their career in an office environment or with only a couple years' experience.

Team support

Providing general support for the Corporate Governance Team on daily tasks, such as:

  • Keeping the physical and digital files up-to-date.
  • Entering invoices (from external services providers/ lawyers/ Dutch Trade Register) of the Corporate Legal Team in the invoice processing system (IPR) for approval.
  • Distributing original documents internally and externally.
  • Collecting signatures from designated signatories in the Rotterdam office and returning PDF copies of signed documents as requested.
  • Preparation and filing of trade register forms for the Dutch Trade Register.
  • Database and records maintenance
  • Assist with updating and maintaining the corporate database by entering information as directed by senior team members.
  • Support the preparation and filing of trade register forms by gathering required documents and information.
  • Document preparation and legalisation
  • Provide support in preparing governance related documents by using existing templates and following detailed instructions from Team members.
  • Support the organisation of document notarisation/legalisation by liaising with the local notary as instructed and delivering/collecting documents.
  • Assisting with KYC process
  • Assist with the preparation of KYC packs and related documents by collecting and organizing required materials (e.g., passport copies, utility bills).
  • Help gather and collate incorporation documents and ownership statements.
Qualifications
  • Although no prior legal or notary experience is required, it would be advantageous.
  • Good command of written and spoken English; able to communicate clearly and professionally. Basic knowledge of Dutch is an advantage.
  • Solid working knowledge of Microsoft Office (Word, Excel, Outlook, PowerPoint) and basic document management systems.
  • Strong attention to detail and willingness to learn.
  • Ability to follow instructions and work as part of a team.
  • Positive attitude and willingness to assist colleagues with various tasks.
  • Reliable, punctual, and able to manage time effectively.
  • Discretion and respect for confidentiality when handling sensitive documents.
  • Proactive approach to asking questions and seeking guidance when unsure
Additional Information
  • A role at the centre of the company business with new challenges daily
  • A flat and approachable organization
  • An excellent working atmosphere: Friday drinks and regular office socials
  • A competitive compensation and benefits package
  • Mobility budget, Gym subscription
  • 27 days of paid annual leave
  • Bespoke inhouse training focused on developing skills and substantive knowledge with scope for external training where needed and appropriate

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