Executive Support Specialist

Job Purpose:

• To support Executive Vice President in daily coordination of activities including written and verbal communications, meeting & travel planning, and office organization
• To provide effective & efficient administrative and project support to Executive Vice President
• To coordinate projects, communications and documentation in a complex multi-national business environment
• To develop and administers relevant project management plans and processes to successfully deliver projects and documents while meeting timescale
• Stands as the first point of contact with people from inside and outside the organization

Differentiator:

• Subject matter expert who applies practical knowledge of job area typically obtained through advanced education and work experience
• Manage projects & processes, working independently
• Manage difficult and complex problems in efficient & effective manner

Key Tasks:

• Execute administrative support to EVP, coordinate office project plans and processes
• Manage EVP’s diary and assists with restricted/confidential organization activities, screening telephone calls, inquiries and requests and handling them
• Organizing the EVP’s diary, arranging appointments, meetings, travel and accommodation
• Compiling and preparing reports, presentations and correspondence
• Assisting with preparation and submission of expense claims
• Carrying out specific research and fact findings on the subjects the EVP is dealing with
• Act as a project coordinator and involve in execution of projects that EVP is dealing with, mainly in the area of communications & Information technology, covering:
• Create a project plans based on quality standard, on time and on budget
• Execute project plans and processes
• Track project milestones, report and update progress and performance

Stakeholders:

• Provide coordination support for management board meetings and steering committees e.g. GBS Board, IT Board etc. and take steps to achieve cooperation at all levels
• Connect with and influence other specialist departments, support and interact with colleagues of own function
• Build strong, trusting cross-functional relationships within DPDHL key stakeholders
• Understand customer and key stakeholders interests and concerns
• Address task-related issues appropriately to maintain work relationships
• Liaising with clients, suppliers and other staff

Management Responsibility:

• Individual contributor with possible responsibility for leading others
• May direct the work of other lower level professionals or manage processes and programs
• Ensures that project team members are kept informed of progress and stay aligned to the project goals and objectives

Qualifications & Key Requirements:

Experience Level

• More than 4 years’ experience as an Executive personal assistant in complex multi-cultural environment and has experience as project coordinator

Academic Qualifications

• University Degree or equivalent experience/qualification in the area of Business Administration, Project Management and/or Secretarial studies

Functional Experience

• Written and spoken English on an excellent level
• High proficiency in MS Office programs
• Project management experience
• Experience in complex multi-cultural environment
• Highly organized with ability to prioritize main duties
• Problem solving and multitasking capacity
• Self-motivated, creative and initiative
• Analytical skills and ability to work under high pressure

Behavioral skills required:

• Strong attention to detail
• Strong information acquisition
• Strong interacting with people
• Very comfortable with technologies used to manage schedules and plans
• Works independently to perform responsibilities
• Maintaining confidentiality and security of the information