Executive Assistant & Office Manager
by DHL Express Middle East in Logistics & Supply Chain
The Executive Assistant & Office Manager role is responsible for ensuring the operational efficiency of the Senior Management Team through proactive correspondence management, executive diary scheduling, and comprehensive administrative support within a logistics and express delivery environment. The position supports the Country Manager and Senior Management Team by handling professional documentation and communication tasks including typing, developing, coordinating, and formatting executive presentations using Microsoft PowerPoint, drafting correspondence using Microsoft Word, and preparing spreadsheets and reports using Microsoft Excel within the Microsoft Office Suite. The role requires managing and vetting all correspondence for the Country Manager, drafting responses, coordinating executive travel arrangements and accommodation using travel booking platforms, and managing complex calendar scheduling through calendar management tools. Responsibilities include attending weekly management meetings, performing meeting minutes preparation, circulating minutes for follow-up actions, maintaining organized filing systems management for easy document retrieval, and managing executive telephones and inquiries in the absence of senior leadership. The role also involves coordination of executive meetings, luncheons, staff conferences, public relations events, and employee programs, ensuring that presentations, reports, and communications are professionally structured and delivered under tight deadlines. The position includes oversight of office administration functions such as mailroom services management, employee transportation scheduling, meeting room booking system processes, and coordination with facilities teams to maintain smooth operational workflows. Additional responsibilities include managing office projects such as stationery inventory control and inventory management by designing, planning, implementing, coordinating, and maintaining stock levels, controlling costs, maintaining records and files, and replenishing inventory. The Executive Assistant & Office Manager supervises the Office Assistant by allocating responsibilities, managing performance, providing training and development, and scheduling work assignments. The role supports internal departments including Marketing, Sales, HR, Customer Service, Operations, and Procurement through event management, supplier coordination, and logistics support. Event-related responsibilities include supporting the Marketing team in organizing customer events, coordinating suppliers, greeting VIP customers, and serving as the primary point of contact during DHL events to ensure customer requirements are met. The role supports Area and Global events including CBRs, MEEG meetings, functional meetings, and CIM big bang events, including travel coordination and hotel arrangements. It also includes providing support for HR employee events associated with Senior Management Team roadshows, coordinating suppliers, addressing client queries, and troubleshooting operational issues on event days. The position interacts with suppliers to negotiate procurement requirements and obtain the best deals for DHL in coordination with Procurement, manages indoor catering coordination, oversees the fitness center supplier and instructors including scheduling classes, and supports procurement of furniture and fitness equipment for the Meydan office. The role also handles escalated customer complaints directed to the Country Manager, coordinates follow-ups with Customer Service, Operations, and Sales departments, and ensures timely communication and feedback to customers. The position requires familiarity with internal systems such as SAP (advantageous but not essential) and the ability to handle confidential information while operating within multinational or matrix organizational structures.
