Executive Assistant

Executive Assistant

DHL Supply Chain is the world's largest contract logistics specialist, offering customized logistics solutions based on globally standardized warehousing, transportation, and integrated services components. It’s a really exciting time to join us as there are lots of big developments happening in the logistics industry. Globalization, digitalization, and e-commerce are all shaping the way we work. We even have picking robots in our warehouses to help us do our jobs!

It’s about everyone working together and the sense of belonging, teamwork and collaboration that you will experience from day one. It’s also about our quest to consistently deliver excellence, so we’re always developing to make sure we remain the number one logistics company and a great place to work.

Join us in connecting people and improving lives!

Currently, we are looking for a passionate and energetic Executive Assistant to be based in Dubai, United Arab Emirates. Provide a high-level administrative support to CCO, COO and VP HR, ensuring the smooth operation of their daily activities and enhancing their effectiveness by managing complex schedules, coordinating communications, and special projects. As well as support to develop and administer office support plans and processes to effectively meet office administrative needs, manage office equipment and facilities, and ensure smooth running of business activities in line with business needs, office and employee requirements, Group guidelines and policies.

In this Executive Assistant position

• High level of administrative support to the Executives. Manage executive calendars, including scheduling meetings, appointments and travel arrangements. Prepare and edit correspondence, reports, presentations and other documents.
• High level of administrative support to the business providing day to day office support such as typing services, documents filing, control and request of office supplies, preparation of reports, spreadsheets, presentations and preparation of minutes and agendas for Exec meetings.
• Identify, record and share requirements for new, upgradation or maintenance of office supplies and equipment
• Support admin tasks in areas such as gate pass, Office Premise & Equipment Maintenance (e.g. Pantry, Consumables etc.)
• Assist with quotes required by the business and executives. Generating purchase requisitions. Monitor and tracking deliveries to ensure receipting, validation and payment of invoices.
• Assist with accurate uploading and coding of receipts on behalf of executives on financial platform. (expenses Claim)
• Cooperate and work with vendors of outsourced services, equipment, facilities management, etc necessary for office support
• Arrange domestic and international travel for executives and hosted as well as other business travelers. Prepare detailed and most cost-effective travel itineraries for executives and hosted and ensure all travel documents are in order. Travel requirements include transfers, flights, accommodation, and visas.
• Handle sensitive information with the highest level of confidentiality and discretion. Ensure data security and compliance with company policies and procedures.
• Manage and coordinate Food and Beverage coordinator day to day schedule. This includes managing of boardroom calendars and requirements.
• Manage Event planning for office functions as well as offsite Exco meetings, Townhalls and conferences. This includes site visits, obtaining and approval of quotes, Programme creation, logistics and travel requirements of delegates, on site management and post event evaluation.
• May influence others within the job area through explanation of facts, policies and practices
• Support and interact primarily with colleagues of own function
• Build relationships and understand customer and key stakeholders’ interests and concerns
• Address task-related issues appropriately to maintain work relationships

Now, here is what we need from you!

• Exceptional ability to manage and prioritize multiple tasks and projects simultaneously
• Strong time management and organizational skills to ensure deadlines are met and schedules are maintained.
• Meticulous attention to detail to ensure accuracy in financial transactions, travel arrangements and administrative tasks.
• Ability to spot and correct errors in documents, reports and communications.
• Expertise in arranging complex travel itineraries, including flights, accommodations, transportation, and visas.
• Ability to handle travel related issues and emergencies promptly and efficiently.
• Familiarity with travel booking systems and tools.
• Excellent verbal and written communication skills. Strong interpersonal skills to interact effectively with executives, clients, vendors and team members.
• Strong analytical and problem solving abilities to address issues related to forex transactions and travel logistics.
• High level of integrity and professionalism in handling sensitive and confidential information.
• Ability to plan coordinate and execute special projects and initiatives.
• Ability to anticipate needs and provide proactive support.
• Previously demonstrated experience working in a matrix organization within a multi-national
• Bachelor’s Degree or equivalent experience/qualification
• Minimum of 5 years of experience as an Executive assistant or in a similar role preferably with exposure to managing multiple C Level.