Job Description

About usWhen you work with us, you\xe2\x80\x99ll find that we deliver results; without compromising on respect. We value each other\xe2\x80\x99s differences while recognising individual strength.We are the world\xe2\x80\x99s leading contract logistics company. We create competitive advantage for our customers through customized warehousing and transportation services. We combine our global scale with local knowledge and sector expertise.At DHL Supply Chain (DSC), there\'s more to a role than the work we do. Whatever your role is, we never forget that you make us who we are. We work hard to make sure a career with DHL is as satisfying and successful as it can be.Join a supportive work environment where you\xe2\x80\x99ll have the tools and training you need to grow and succeed.DHL Supply Chain is Great Place To Work\xc2\xae certified.ResponsibilitiesAdministrative

• Provide full managerial and administrative support of a general and confidential nature to the Chief Operations Officer and the wider Operations Excellence team.
• Coordinate the administrative and logistics aspects of meetings when held locally and in overseas, acting as secretariat and liaison-in-charge, maintain management schedule
• Assist in the preparation of notes/materials for meetings. Prepares slides for presentation, which requires some individual judgement and creativity.
• Produce minutes of OE board meetings and follow up on actions
• Arrange travel and accommodation for COO
• Support the expense claim process
• Manage the COO\xe2\x80\x99s office in his absence, and ensures all matters requiring the CCO\xe2\x80\x99s attention are redirected with discretion and attended to meticulously.
• Handle phone calls and draft correspondence promptly and professionally.
• Undertake any other function-related duties and tasks assigned.

Regional Function

• Play key role in organization and/or coordination of events within own division as well as those that involve cross-divisional collaborations. e.g. conference, townhalls, etc.
• Assist, provide ad-hoc assistance to the other function Managers where necessary
• Overall responsibility for the office management of the Advanced Regional Centre facility
• Compile reports on specific issues/projects \xe2\x80\x93 present and articulate report findings (written and verbal).

Coordination

• Liaise for the purpose of information requests, provision, event/meeting coordination & confirmation, and ensuring adherence to company policies and procedures
• Coordinate meetings and arrangements
• Coordinate with other departments\xe2\x80\x99 coordinators to ensure that administrative office information and procedures are updated and complied with efficiently.

Information Management

• Organise and maintain an up-to-date filing system that provides quick and efficient reference to safeguard confidentiality & ensure easy retrieval
• Identify issues and follow up on actions plans & next steps with relevant stakeholders/customers
• Disseminate information as requested

Requisition Management

• Process Travel Request System and Purchase Requisition System
• Obtain necessary approvals for all purchase/travel requisitions & expense claims

Requirements

• Excellent Computer literacy, MS Office skills (Word, Excel, PowerPoint, etc.)
• Good networking skills and personal judgement
• Fluent in English - both written and spoken
• Time management skills: able to prioritise, deal with complexity/ambiguity and organise well
• Proven experience in working closely with senior management
• Possess at least an \xe2\x80\x98A\xe2\x80\x99 Level Certificate
• Minimum of 5 years of secretarial experience with senior management

DHL