Executive Assistant to the MD

IT’S NOT JUST AN OPPORTUNITY TO GET ON THE CAREER LADDER.

IT’S AN OPPORTUNITY TO HELP THE WORLD GET ON TOGETHER

Why do people call us the world’s most international company? Is it because we operate in more countries than any other logistics provider? Is it because we invented cross border shipping over 45 years ago? Or is it, perhaps, because what we do connects people across the world. And the more we can connect people, the better life on earth becomes.

We love our role in the world. And we’re looking for the right people to help us maintain – and grow it. People like you.

Role Purpose

To provide comprehensive support to the Managing Director. This role is crucial in maintaining the smooth operation of the MD’s office and requires a high level of organization, attention to detail, and the ability to manage multiple priorities simultaneously.

Main Accountabilities

Communication & Diary Management

1. Manage the Managing Director’s diary and schedule.
2. Review, assess, route, answer and monitor follow up actions.
3. Oversee the Managing Director's office, including incoming and outgoing post, telephone calls and other communication, identifying priorities and dealing directly with a wide range of matters.
4. Act as a liaison between departments to facilitate communication at SMT level and communicate with customers, suppliers, and staff competently.
5. Gather and analyse information required for administrative reporting.
6. Prepare correspondence and respond to staff and customers on behalf of the MD.
7. Management of MD social media platforms, including Smart Connect and LinkedIn ensuring that relevant and impactful content is prepared and shared on the relevant platforms on a regular basis.
8. Review and oversight of all business communications through SmartConnect and all mailers to ensure relevance and appropriateness.
9. Management, preparation, and distribution of all office of the MD communications to the business.
10. Assist MD with managing and responding to all customer complaints and escalations to the MD office in collaboration and with support from the Senior Director Customer Service and Office of the CEO customer care teams.
11. Overall coordination and management of content displayed on digital displays in the Country office (Baobab).

Event Management including Townhalls

1. Plan and deliver MD office meetings and conferences, e.g. annual tactical planning and team building events.
2. Prepare the Managing Director’s external & internal presentations for conferences, kick-on, SMT meetings, Regional and Global business reviews (CBR and MBRs): storyboarding, designs, presentation supports.
3. Prepare the Managing Director for the effective delivery of presentations.
4. Schedule SMT meetings.
5. Take minutes during the Managing Director’s meetings, compile, and disseminate to relevant stakeholders.
6. Plan, coordinate and execute the quarterly Townhalls, including preparation and coordination of presentation, venues, catering, invitations and RSVPs as well management and coordination of any guest speakers.
7. Book meeting rooms and ensure that they are properly equipped.

Travel Management

1. Organise travel and prepare complex travel itineraries.
2. Arrange accommodation, flights and other related travel matters.
3. Prepare travel packs, including flight itinerary, accommodation voucher, car hire voucher, visa, and forex as necessary.

Office Management

1. Manage all aspects of the office of the MD, including but not limited to equipment, furniture, meals, and refreshments for guests.
2. Oversight and management of general management cost centres.
3. Assist MD with preparation, submission and approvals for all business-related expenses.

Record Keeping

1. Develop and maintain Managing Director's office systems to maximise efficiency and effectiveness.
2. Coordinate the storage and efficient retrieval of information relating to Managing Director's confidential documents, issues of strategic importance to DHL and SMT.
3. Oversee the maintenance and development of administrative systems for tracking and managing incoming mail and other correspondence and for filing.
4. Maintain and update accurate records using the electronic diary, mail, and computer databases.

Purpose Partnerships

1. Ensure adherence to the Group policy when executing deliverables.
2. Review Purpose Partners and ensure they are aligned to the Company and Country goals and make recommendations for changes.
3. Management and coordination of all the purpose partnerships for the country.
4. Meet with all partners on a quarterly basis to understand needs and plan required activities, e.g. volunteering by staff.
5. Oversight of all partnership FOC accounts.
6. Coordination of all activities and events planned with purpose partners.

Your Profile

1. Grade 12
2. Secretarial diploma or similar
3. Minimum 3 years’ experience as an Executive Assistant to a Managing Director or CEO
4. Experience within the Logistics and/or courier industry would be advantageous
5. At least 3 years’ experience in events coordination
6. Advanced level ability in MS Office products i.e. Outlook, Word, Excel and PowerPoint
7. Exceptional communication skills in English – written and spoken
8. Ability to work under pressure, have a high level of initiative, dedication to taking responsibility and ensuring quality are essential
9. A self-starter who needs no supervision
10. Strong administration skills
11. Excellent organisational skills
12. Exceptional attention to detail
13. Ability to act decisively and urgently