Team Executive Assistant
Location: Preference for CH
Purpose
Administer general administrative support processes and activities to effectively meet information requests and determine trends, ensure smooth running of business activities and meet administrative needs in line with business needs, stakeholder requirements, Group guidelines and policies. Manage the diary, meetings, travel, and expenses of Managers and other administrative topics. Also support wider SMT where required.
Tasks
- Under general/ limited supervision, support delivery of administrative support processes and activities
- Provide timely and effective administrative support such as arranging meetings, developing agendas, etc. for board department and/ or cross divisional projects
- Perform administrative tasks such as research, data processing and validation, and documentation
- Gather information and data for formulations of recommendations, decision papers and presentations
- Reconcile data, conduct initial analysis and generate standard reports on results and updates to support other team members and enhance coordination
- Follow and achieve compliance with established procedures and ensure proper usage of administrative support processes and policies
- Resolve recurring issues faced during delivery as per defined processes, systems and methods
- Answer queries of other staff members of relevant committees/ boards/ departments to maintain relationships and enhance customer satisfaction
- Support team members with less experience in different/ difficult situations
Skills and knowledge required
- Ability to work independently under limited supervision for routine situations to achieve objectives and deliver results with a short-term, operational focus and limited impact on others
- Experience organizing office work, managing meetings, and keeping track of supplies.
- Ability to handle invoices, basic accounting, and enter data into computers.
- Familiarity organizing company events and understanding of basic 'event management'.
- Competence in using communication tools like email, calendars, and virtual communication systems (e.g. MS Teams, Zoom, Phone, etc).
- Strong relationship-building abilities and receptiveness to feedback for continuous growth.
- Fluency in English (written and spoken), any other relevant language is a plus
- Basic understanding of what DHL Group does
- Relevant education
