Executive Assistant
2 weeks ago
Executive Assistant & Team Coordinator
About the Role
DP World are currently recruiting for an experienced Executive Assistant and Team Coordinator to join our dynamic and fast-paced organisation. This role will support our Senior Vice President Commercial & Operations Europe and our European Communications Team. Essential in assisting our executive team and organising different team projects. Responsible for travel plans, setting up appointments, maintaining calendars, event planning, project coordination, and other team-related tasks.
How you will contribute
- Accountable for the smooth management of the SVP function, acting as "front of-house".
- Extensive and proactive diary management, managing high levels of change for the SVP and aligning with the other Executive Team members.
- Management of complex national and international travel arrangements, as well as some personal travel arrangements.
- Liaising with a variety of internal teams, external clients, and suppliers on behalf of the SVP.
- Effectively managing relationships with key stakeholders and clients.
- Drafting professional and often confidential correspondence on behalf of the SVP to senior stakeholders and clients.
- Write, distribute and manage essential and complex minutes and actions.
- Project management and organisation of conferences, quarterly seminars, and site visits.
- Production and collation of presentations.
- Drafting invitation letters and responses when required for events.
- Booking of meeting rooms, restaurants, taxis, etc as and when required.
- Expense management for the SVP.
- Sourcing and managing seasonal client gifting.
- Managing internal files and maintaining the confidentiality and organisation of file contents.
- Registering new suppliers, raising purchase orders, and submitting invoices for payment.
- Engaging and communicating with all other EA’s supporting the Executive Team, providing cover during absences.
Communications Department Team Co-Ordinator Responsibilities
- Provide proactive diary support to the VP for Communications Europe, monitoring and resolving any clashes.
- Assist the team with diary management, setting up of meetings and calls internally and with partner agencies.
- Support travel arrangements for the VP and team travel for group trips.
- Expense management for the VP.
- Assistance organising team and Executive team conferences, office broadcasts, townhall meetings, client functions, team dinners, etc.
- Registering and welcoming guests to the Regional Office, supporting with room bookings also.
What you will bring
- Extensive experience working within a Senior Executive Support role (Essential).
- Excellent knowledge of Microsoft packages, particularly Outlook for email and diary management.
- Knowledge of Oracle beneficial but not essential.
- A self-starter with highly developed communication skills to enable communication with all levels within the business and externally.
- Time management/ forward thinking - demonstrated skill in anticipating and responding to shifting priorities.
- Excellent attention to detail and organizational skills.
- Experience working across international time zones.
- Comfortable with complex agendas and travel schedules.
- Discretion in protecting confidential information.
Compensation
DP World offers exciting and challenging roles within a growing international organization. We strive to hire and develop the right people, locally and globally, stimulating personal growth and self-development within an informal atmosphere. We offer a market competitive compensation package.
About DP World
Trade is the lifeblood of the global economy, creating opportunities and improving the quality of life for people around the world. DP World exists to make the world’s trade flow better, changing what’s possible for the customers and communities we serve globally.
With a dedicated, diverse, and professional team of more than 103,000 employees spanning 75 countries on six continents, DP World is pushing trade further and faster towards a seamless supply chain that’s fit for the future.
We’re rapidly transforming and integrating our businesses -- Ports and Terminals, Marine Services, Logistics and Technology – and uniting our global infrastructure with local expertise to create stronger, more efficient end-to-end supply chain solutions that can change the way the world trades. The DP World family comprises of syncreon, Imperial and P&O.
What's more, we're reshaping the future by investing in innovation. From intelligent delivery systems to automated warehouse stacking, we’re at the cutting edge of disruptive technology, pushing the sector towards better ways to trade, minimising disruptions from the factory floor to the customer’s door.
WE MAKE TRADE FLOW
TO CHANGE WHAT'S POSSIBLE FOR EVERYONE
DP World is committed to the principles of Equal Employment Opportunity (EEO). We strongly believe that employing a diverse workforce is central to our success and we make recruiting decisions based on your experience and skills. We believe that employees are happiest when they’re empowered to be their true, authentic selves. So, please come as you are. We can’t wait to meet you.
By submitting your resume and application information, you authorize DP World to transmit and store your information in the world-wide recruitment database, and to circulate that information as necessary for the purpose of evaluating your qualifications for this or other job vacancies .
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