Executive Assistant & Office Manager; Emirati

Executive Assistant & Office Manager (Emirati Only)

DHL Express | Posted Mar 9

Full-time

Dubai

Negotiable

Advanced (5-10 yrs)

Job Overview

The Executive Assistant & Office Manager plays a key role in ensuring the efficiency of the Senior Management Team through proactive correspondence management, effective diary scheduling, and administrative support. The role involves planning and prioritizing tasks, managing monthly reports and presentations under tight deadlines, and coordinating with senior management and functional teams for data collection and office operations.

The role also includes coordinating various office functions such as the mailroom, cafeteria, fitness center, and general administration to ensure smooth daily operations.

• Country Manager duties (in the absence of the Executive Assistant to the Country Manager)
• Carry out general executive assistant duties including typing, developing, 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 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 coordination.
• 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 coordination of travel arrangements/hotels for CIM big bang events.

• Handling Customer complaints escalated to the Country Manager.
• Communication with Customers.
• Coordinating and follow up with CS, Operation and Sales. Ensure proper feedback is given to customers.

• Stationery project:
  Design, plan, implement, coordinate & manage the process, maintain & replenish inventory, check stock to determine inventory levels, control costs, keep record & file.
• Office Assistant:
  Allocate responsibilities & tasks, managing performance, training & development, scheduling, coaching.
• Meeting rooms:
  Set up standards & policies, schedule, booking system process and coordinate.
• Managing and scheduling of Employee Transportation Service.
• Management of the mailroom administrator and mailroom services ensuring service is as per standards and coverage during leave.
• Work with the facilities team.

• Point of contact at DHL Events to ensure that customer requirements are met.

• Coordinate between various suppliers to get the best deal for DHL along with procurement.
• Negotiate and coordinate the best deal along with procurement.
• Manage the indoor catering team.
• Manage the fitness centre supplier and instructors…