Senior Executive Assistant

Job Description

We are the leading provider of worldwide smart end-to-end supply chain & logistics, enabling the flow of trade across the globe. Our comprehensive range of products and services covers every link of the integrated supply chain – from maritime and inland terminals to marine services and industrial parks as well as technology-driven customer solutions.

The Senior Executive Assistant will perform a wide range of administrative and office support activities and aid the Executive team in facilitating the efficient operation of the organization.

Key Accountabilities

• Be a point of contact of the Americas Regional Office and work closely with Dubai Head office, internal departments, and external parties
• Liaise with the Office Coordinator to arrange catering orders for meetings, coordinate meeting preparations and clean up as needed
• Schedule conference rooms for internal and external colleagues and guests
• Maintains office efficiency by planning and implementing new office systems
• Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments
• Maintaining and updating desk procedures and keeping the Administrative SharePoint updated
• Maintain professional and technical knowledge by attending educational workshops
• Supporting C-Level professionals within the regional executive office
• Must be comfortable communicating with C-Level executives
• Must be able to multi-task and keep up with a fast-paced environment, strong communication and interpersonal skills, strong problem-solving and highly organized
• Demonstrate the ability to take initiative, anticipate needs and exercise independent/sound judgment
• Practice complete confidentiality even amongst colleagues. Manage sensitive matters with a high level of confidentiality and discretion
• Highly motivated, exceptionally strong work ethic, attention to detail and fully capable of working with high demands and tight timelines while keeping a calm profile
• Must always keep a professional demeanor in appearance and personality
• Draft, review and send communications on behalf of company executive(s)
• Manage scheduling for company executive(s)
• Draft, review and send communications on behalf of company executive(s)
• Organize and prepare for meetings, including gathering documents and attending to logistics of meetings
• Answer and respond to phone calls, communicate messages and information to the executive
• Prioritize emails and respond when necessary
• Coordinate travel arrangements
• Maintain various records and documents for company executive(s)
• Excellent time management skills
• Maintain confidential files and contact information
• Maintain Executive offices and meeting rooms
• Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel
• Exceptional writing, editing, and proofreading skills
• Excellent communication skills verbally and written with the ability to read, write and
• communicate in the English language
• Manages complex calendar management
• Minimum of 5 years of proven working experience as an executive assistant in an international setting
• Must have strong technology exposure such as online portals to book travel
• Strong background of arranging domestic and international travel, including flights, hotels, car transfers, car rentals, visa requirements
• Experience with Passport and Visa application processes
• Schedule high-level meetings, conferences and calls for inside and outside acquaintances
• Coordinate travel arrangements for executives in the regional office
• Be easily assessable for after-hour travel, scheduling, and other needs
• Tracks vacation time of the executive and their direct reports
• Support senior management onboarding and mobility
• Event planning for large groups for both domestic and international venues, including obtaining the venue, conference space, hotel reservations, individual and/or group transfers, dinner venue and reservations, supplies for the event
• Onsite and off-site meeting support as needed
• Corporate credit card and cash expense reports
• Pay bills as needed
• Maintains continuity among work teams by documenting and communicating actions, irregularities, and continuing needs
• Contributes to team effort by accomplishing related results as needed, backup support as needed to the Office Coordinator and administrative colleagues
• Contributes to the overall team goals for the administrative teams in both the ARO and ABH offices
• Any other general tasks required/requested for the team
• Reports directly to the Senior Executive Assistant to the CEO and MD of Americas Region
• Assist in activities and processes including project planning, intake, prioritization, initiation, execution, and training; as well as in fostering collaboration of end-users and key stakeholders
  
  

Backup To The Office Coordinator/Reception Key Accountabilities

Serves visitors by greeting, welcoming, and directing them appropriately; notifies company personnel of visitor arrival; maintains security and telecommunications system. Supports company operations by maintaining office systems and supporting staff.

• Welcomes visitors by greeting them, in person or on the telephone; answering or referring inquiries via telephone or email; directs visitors by maintaining employee and department directories
• Maintains telecommunication system by following manufacturer's instructions for house phone and console operation (switchboard)
• Answer and direct telephone calls, and appropriately relay important information promptly, clearly, maintaining confidently as needed
• Oversee office administration including office supplies and inventory, office maintenance, mobile phone and company premium quotation and arrangements
• Maintain a safe and clean reception area and office areas by complying with procedures, rules, and regulations
• Maintains security by following procedures; monitoring logbook; issuing visitor badges
• Review, approve, creating supply requisitions and check requests for vendors
• Intra-office communication
• Manage incoming and outgoing FedEx, UPS, USPS Mail Parcels for the front office and Executive Team
• Sort and distribute facility mail; Track Certified, Express, Priority Mail as needed
• Arrange catering orders for meetings, coordinate meeting preparations and clean up as needed
• Scheduling conference rooms for internal and external colleagues and guests
• Maintain office services by organizing office operations and procedures; controlling correspondence; designing filing systems and provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records
• Maintains office efficiency by planning and implementing new office systems
• Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments
• Maintain and updating desk procedures and keeping the Administrative SharePoint updated
• Maintain security key fob activation/deactivation and upkeep of employee key fob report vs. property management key fob report
• Complete property work orders and follow-ups and keeps management informed by summarizing information, identifying trends
• Maintain conference rooms
• Correspond with cleaning staff
• Health and safety updates and implementations to the regional office
  
  

About Dp World

Trade is the lifeblood of the global economy, creating opportunities and improving the quality of life for people around the world. DP World exists to make the world’s trade flow better, changing what’s possible for the customers and communities we serve globally.

With a dedicated, diverse and professional team of more than 115,000 employees from 160 nationalities, spanning 78 countries on six continents, DP World is pushing trade further and faster towards a seamless supply chain that’s fit for the future.

We’re rapidly transforming and integrating our businesses -- Ports and Terminals, Marine Services, Logistics and Technology – and uniting our global infrastructure with local expertise to create stronger, more efficient end-to-end supply chain solutions that can change the way the world trades.

What's more, we're reshaping the future by investing in innovation. From intelligent delivery systems to automated warehouse stacking, we’re at the cutting edge of disruptive technology, pushing the sector towards better ways to trade, minimizing disruptions from the factory floor to the customer’s door.

DP World is on a mission to transcend boundaries and bridge the gap between all nations and cultures – not just in what we do but also in how we behave.

We are dedicated to creating a culture where everyone feels respected, supported, and empowered to reach their full potential. We believe that embracing inclusion and diversity, drives innovation and growth and helps us connect people, businesses, and societies. Free minds and different perspectives are changing our world, and together we can change what’s possible.

WE MAKE TRADE FLOW

To Change What's Possible For Everyone.

DP World is committed to the principles of Equal Employment Opportunity (EEO). We strongly believe that employing a diverse workforce is central to our success and we make recruiting decisions based on your experience and skills. We welcome applications from all members of society irrespective of age, gender, disability, race, religion or belief.

By submitting your resume and application information, you authorize DP World to transmit and store your information in the world-wide recruitment database, and to circulate that information as necessary for the purpose of evaluating your qualifications for this or other job vacancies.