Executive Assistant & Office Manager

Overview

DHL UAE is the recognized market leader in Express logistics and an Employer of Choice - ranked consistently as a Great Place to Work in the UAE for 7 consecutive years with a 2019 Global Ranking at . The Executive Assistant & Office Manager will manage the day to day business activities of the Country Manager, supporting a complex schedule, coordinating meetings, ensuring compliance, and managing travel and communications.

Qualifications

• 3-5 years' experience in an administrative support role, preferably at a senior level, with a strong background supporting executives.
• Undergraduate degree or equivalent experience.
• Arabic language is an advantage.
• A self starter with high energy, meticulous attention to detail, strong initiative, and a process improvement mindset.
• Highly flexible, creative, and a strong multitasker with a problem solving mindset.
• Excellent oral and written communication skills, strong interpersonal skills, and a high level of professionalism.
• Superb organizational and time management skills.
• Proficient or advanced skills in Microsoft Office (Word, Excel, PowerPoint, Outlook) and experience with data management.
• A demonstrated ability to plan effectively while remaining flexible to handle the unexpected.

Responsibilities

• Manage the Country Manager's diary, ensuring that all meetings are carried out as planned.
• Coordinate and prepare meetings, luncheons, staff conferences, PR events, and other gatherings, including travel and accommodation arrangements.
• Attend weekly management meetings, prepare minutes, circulate to attendees, and follow up on action items.
• Vet all correspondence for the Country Manager and draft responses or take appropriate action.
• Maintain filing systems for the Country Manager and Senior Management Team to facilitate easy retrieval and systematic organization.
• Manage telephone lines for the Senior Management Team, take messages, and deal with enquiries to enable callers to have a point of contact.
• Coordinate and produce monthly reports and briefing packs, adhering to deadlines.
• Coordinate leave and absence tracking for the Senior Management Team, ensuring that all paperwork and systems are accurately completed and approved.
• Provide administrative and executive support for Area Senior Managers / GMB visiting the country.
• Support the Marketing team for events, including organizing and coordinating with customers and suppliers.
• Act as a point of contact for customers, greet VIP customers at events, and provide coordination support.
• Support Area / Global on locally organized events such as CBRs, MEEG Functional meetings, and other items.
• Coordinate suppliers, handle client queries, and troubleshoot on the day of events to ensure smooth operations, liaising with HR and other departments for approvals.
• Provide support for coordination of travel arrangements and hotels for large events.
• Handle customer complaints escalated to the Country Manager.
• Coordinate and follow up with CS Operations and Sales, ensuring proper feedback is given to customers.

Employment Type

Full Time

Vacancy

1