What are the responsibilities and job description for the Executive Administrative Assistant position at Supply Chain?
About DPDHL and Legal Services:
Deutsche Post DHL (DHL Group) the logistics provider of the world with over 600,000 employees in more than 220 countries and territories. We are an organization that is not just moving goods around, we have a very clear purpose, and we are: Connecting People. Improving Lives. We provide challenges and opportunities for personal and professional development, we recognize the difference you bring to our business and together we share the pride of building one of the largest world leaders in logistics and supply chain.
DHL Legal Services offers all business partners worldwide solution-oriented legal advice. We provide comprehensive support in contracts, negotiations, and processes with customers and suppliers as well as in general litigation and commercial law matters.
In a matrix organization, Legal Services is organized on the one hand according to regions and on the other hand according to global cross-sectional topics. As our business keeps growing, we want you in our AMERICAS region.
Ready to immerse yourself in the exciting world of Legal? Join the team and bring your expertise on board! As part of DPDHL, you will be working with a global network of Legal colleagues and benefit from a wide range of development opportunities.
Job Purpose:
Provides administrative support for General Counsel as well as secondary support to the Legal Services department staff members (as needed). Works with head of Legal Operations on key department and SD 71 projects and initiatives. Works independently and proactively, providing departmental administrative assistance, exercising initiative and judgment on a regular basis.
Your tasks:
- Primary administrative support for General Counsel.
- Maintains General Counsel’s filing system including items that are confidential. Establishes, maintains, and when necessary, revises files.
- Maintains General Counsel’s calendar, schedules meetings and appointments. Regularly arranges travel and hotel accommodations for frequent extended trips. Compiles and submits expense reports.
- Maintains department’s shared calendar and schedules department meetings.
- Supports department attorneys in basic administrative needs, including letter drafting, mailing documents, file in-take and management.
- Performs broad range of administrative items of a highly confidential nature on a regular basis.
- Coordinates team, cross-functional, department and customer meetings.
- Maintains and publishes weekly department itineraries.
- Corresponds (both written and verbal) with both internal and external signatories regarding the status of the signing process for department documents.
- Manages the department’s office supply requests, stock, and iBuy account.
- Manages department new hire and onboarding process.
- Coordinates department led training tasks, including scheduling the training, the rooms and meals.
- Uses considerable judgment and initiative to determine the approach or action to take in non-routine situations.
- Screens departmental inquiries to determine which of them can be directed to the appropriate team member or to other functional groups.
- Provides information regarding detailed knowledge of General Counsel & other department associates’ areas of responsibility and general knowledge of company policies, practices and operations in an expeditious and courteous manner. Requires continuous use of technical and business vocabulary.
- Creates and updates policies and procedures for the department, to support the Legal Operations team.
- Prepares a variety of highly confidential, specialized, and recurring reports. Produces high quality reports, presentations, proposals, or other documents.
- Requires continuous use of technical and business vocabulary and a detailed knowledge of company operations, organizational procedures, and personnel.
- Assists with data quality in various systems.
- Assists in managing renewals for department subscriptions and professional fees.
- Serves as central communication point for associates on human resource and associate relations items.
- Operates office equipment including fax, copiers, printers, binding machines and projectors.
- Performs additional duties as assigned by management.
Your profile:
- 3 years related experience
- 2 years using MS Excel, MS Word, and an email system
- Written communication skills to compose routine letters/e-mails and to edit and proof business correspondence and reports.
- In-depth understanding of overall company operations, its policies and procedures as well as sound oral communication skills that facilitate the management of a broad variety of moderately to complex administrative details, such as arranging meetings without clearance, assembling reports containing confidential and sensitive information, and responding to questions or requests of people who contact the Legal department.
- Typing data entry and proofing requires ability to read and concentrate for up to 25% of work time.
- Proficient with word processing software
- Advanced knowledge of spreadsheet and presentation software
- Proficient with Outlook
- Ability to create professional presentations
- Strong verbal, written communication and time management skills.
- Ability to file, alphabetize and sort
- Prioritize multiple tasks to efficiently manage workload.
- Ability to learn new software systems and tasks quickly
- Ability to read, understand, and follow directions/instructions
We offer:
- Great opportunity to work for the biggest logistics company in the world
- International and virtual environment
- Flexibility and great opportunity to learn
- Tempting Compensation and benefits
DHL is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other protected characteristic. The EEO is the Law poster is available here: https://www.eeoc.gov/employers/eeo-law-poster
We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.
Executive Administrative Assistant
Would you like to join the Logistics Company for the World? DHL Supply Chain is just that.
Become an essential part of everyday life, by contributing to an organization that is Connecting People and Improving Lives. If you have a passion for people, a desire to problem-solve, and eagerness to pursue continuous improvement opportunities… we look forward to exploring career possibilities with you!
Job Description:
We are seeking a highly skilled and professional Executive Administrative Assistant to provide comprehensive administrative support to our executive team. The successful candidate will be responsible for managing the day-to-day operations of the executive office, facilitating efficient communication, and ensuring the smooth functioning of administrative processes. This role requires exceptional organizational skills, strong attention to detail, and the ability to handle sensitive and confidential information with the utmost discretion. The Executive Administrative Assistant will play a critical role in optimizing productivity and contributing to the overall success of our organization.
Responsibilities:
Administrative Support:
- Manage complex calendars, schedule appointments, and coordinate meetings for executives.
- Arrange domestic and international travel logistics, including flights, accommodations, and ground transportation.
- Prepare and organize documents, presentations, and reports for executive meetings and presentations.
- Screen incoming calls, emails, and correspondence; prioritize and respond as necessary.
- Act as the point of contact between executives and internal/external stakeholders, demonstrating professionalism and diplomacy in all interactions.
- Handle sensitive and confidential information with the highest level of discretion.
Office Management:
- Oversee the day-to-day operations of the executive office, ensuring a well-organized and efficient work environment.
- Maintain inventory of office supplies, equipment, and manage vendor relationships as necessary.
- Coordinate and assist with onboarding of new employees, including workspace setup and necessary documentation.
Communication and Coordination:
- Serve as a liaison between executives and department heads, ensuring timely and effective communication across all levels of the organization.
- Prepare and distribute internal and external communications, including memos, emails, and announcements.
- Coordinate and manage executive-level meetings, conferences, and events, including logistics, agendas, and follow-up actions.
Data Management:
- Assist in the preparation and maintenance of reports, budgets, and financial documents.
- Conduct research and gather data as needed for various projects and initiatives.
- Organize and maintain digital and physical files, ensuring easy access and retrieval.
Required Education and Experience
- High school diploma or general education degree (GED), required
- 3 years’ experience as an executive assistant to a Senior Manager, required
- Intermediate to advanced PC software Application skills (Excel, Word, Outlook), required
- Operation of standard office equipment, required
- Excellent interpersonal skills, required
- Excellent composition/proofreading skills, required
- Shorthand or notetaking skills, desired
Our Organization has a business casual environment and focuses on teamwork, associate development, training, and continuous improvement. We offer competitive wages, excellent affordable insurance benefits (including health, dental, vision and life), 401K plan, paid vacation and holidays.
Our Organization is an equal opportunity employer.
