Executive Assistant & Office Manager

Come Join The World’s Most International Company

A company that pioneered cross-border express delivery in 1969 and is now active in more than 220 countries and territories worldwide. DHL UAE is the recognized market leader in Express logistics and an Employer of Choice - ranked consistently as Great Place To Work in the UAE for 7consecutive years, with a 2019 Global Ranking at #1!

Join our team and discover how an international network that's focused on service, quality and sustainability, is able to connect people and improve lives through the power of global trade. And not just for our customers, but for every member of our team too. To learn more about our culture, motivated people and our purpose, please visithttps://careers.dhl.com/global/en

About The Role

The Executive Assistant & Office Manager will manage the day-to-day business activities of the Country Manager, including providing strategic management of the Country Manager’s busy and complex schedule, coordinating meetings with internal and external contacts, preparing and tracking Compliance and country staff transportation. The role is a pivotal support position, as the Executive Assistant is a key liaison among staff members and between the Country Manager and external partners.

YOUR TASKS

• Carry out general executive assistant duties including typing, developing, co-coordinating and formatting presentations (PowerPoint), correspondence (Word) and spreadsheets (Excel) and ensure it is presented in the most professional manner
• Vet all correspondence for Country Manager and draft responses or take other appropriate action
• Organize and prepare luncheons, meetings and events as required including staff conferences, P.R. events and other, including managing travel and accommodation
• Attend weekly management meetings and prepare minutes to be circulated to the attendees for appropriate action and follow up
• Manage Country Manager diary and ensure that all meetings are carried out as planned
• Perform general office duties, including maintaining the filing systems of the Country Manager and Senior Management team to facilitate easy retrieval and systematic organization
• Manage the telephones of the Senior Management Team, taking messages and dealing with enquiries as appropriate to enable all callers to have a point of Country Manager
• Carry out general executive assistant duties including typing, developing, co-coordinating and formatting presentations (PowerPoint), correspondence (Word) and spreadsheets (Excel) and ensure it is presented in the most professional manner
• Vet all correspondence for Country Manager and draft responses or take other appropriate action
• Organize and prepare luncheons, meetings and events as required including staff conferences, P.R. events and other, including managing travel and accommodation
• Attend weekly management meetings and prepare minutes to be circulated to the attendees for appropriate action and follow up
• Manage Country Manager diary and ensure that all meetings are carried out as planned
• Perform general office duties, including maintaining the filing systems of the Country Manager and Senior Management team to facilitate easy retrieval and systematic organization
• Manage the telephones of the Senior Management Team, taking messages and dealing with enquiries as appropriate to enable all callers to have a point of contact in absence of any member of the SMT. Responsible for scheduling and management of their calendar for events, employee programs, roadshows etc
• Co-ordinate and produce the monthly report and Briefing Pack in adherence to deadlines
• Co-ordinate the leave and absence tracking for the SMT and ensure that all paperwork and systems are accurately completed and approved
• Provide administrative and executive support for Area Senior Managers/GMB visiting the country
• Play an integral part in supporting the Marketing team for events including organizing and coordinating with customers
• Point of contact for customers & Coordinating with suppliers. Available at events to greet VIP customers and support with co-ordination
• Support Area/Global on locally organized events such as CBRs, MEEG, Functional meetings, Events etc
• Providing support to the HR team for employee events linked to SMT roadshows. Coordinating suppliers, handling client queries and troubleshooting on the day of the event to ensure that all runs smoothly. Liaising with HR & other departments for approvals
• Providing support for co-ordination of travel arrangements/hotels for big events
• Handling Customer complaints escalated to the Country Manager
• Coordinating and follow up with CS, Operation and Sales. Ensure proper feedback is given to customers
  
  
  

YOUR PROFILE

• A minimum of 3 - 5 years’ experience in an administrative support role, preferably at the senior level. Experience supporting executives is a must have
• Undergraduate degree or equivalent experience
• Arabic language is an advantage
• Aself-starter with a high degree of energy and careful attention to detail. Strong sense of initiative and a process-improvement mindset
• Highly flexible, creative problem solver, with a strong ability to multi-task
• Excellent oral and written communication skills
• Strong interpersonal skills
• Execute and exhibit good judgment with high level of professionalism
• Superb organizational and time-management skills
• Excellent computer skills; proficient or advanced skill in Microsoft Suite (Word, Excel, PowerPoint, and Outlook) and experience with data management
• A demonstrated ability to plan effectively, but the flexibility to handle the unexpected