Job Description

Role Purpose: Provide full secretarial and administrative support of a responsible and confidential nature to the Senior Vice President (SVP) & Managing Director (MD) of DHL Express Singapore.Your Tasks:

• Maintain management schedule and manage daily calendar of SVP/ MD.
• Manage SVP/ MD in his absence, ensure all matters requiring SVP/ MD attention are redirected with discretion and attended to meticulously.
• Organize and put together meeting agendas/itineraries for SVP/ MD\'s travels.
• Assist in preparation of notes/materials for meetings. Prepare slides for presentation, which requires some individual judgement and creativity.
• Take minutes for Senior Management Team meetings and follow up to ensure actions are closed.
• Coordinate the administrative and logistics aspects of meetings when held locally and overseas, acting as secretariat and liaison in-charge.
• Handle SVP/ MD expense claims, phone calls and draft correspondence (mails, emails, etc).
• Arranging logistics for meetings/ workshops onsite/ offsite.
• Undertake any other related duties and tasks assigned.

• Organize and maintain and up-to-date filing mechanism that provides quick & 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.

• Process new travel and purchase requisitions for SVP/ MD.
• Obtain necessary approvals for all purchases/travel requisitions.

• Responsible for supervising/ overseeing Mailroom and Reception who are reporting into General Management Office.

• Minimum 8 to 10 years experience working with Senior Management team preferred.
• Past secretarial experience and understanding of DHL admin processes preferred.
• Aptitude for speed, efficiency and quality preferred.
• Attention to detail.
• Respectful in interactions with others.
• Maintain strict confidentiality of information.
• Excellence Computer Literacy, MS Office Skills (Word, Excel, PowerPoint, Sharepoint etc.).
• Fluent in English - both written and spoken (other languages spoken will be an added advantage).
• Time Management skills: able to prioritize and organize well.
• Open and adaptable to changes, and able to work calmly under stress.
• Able to work across cultures.
• Able to work with remote teams across timezones.
• Must be able to demonstrate ability to influence decisions/actions through provision of added-value inputs.
• A levels and above preferred.

DHL