Executive Assistant & Office Manager

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About DHL and IRM:

DHL Group, the logistics provider of the world with over 580,000 employees in more than 220 countries and territories. We are an organization that is not just moving goods around, we have a very clear purpose, and we are: Connecting People. Improving Lives. We provide challenges and opportunities for personal and professional development, we recognize the difference you bring to our business and together we share the pride of building one of the largest world leaders in logistics and supply chain.

In Insurance & Risk Management (IRM) we focus on being trusted advisors by connecting with business colleagues and understanding their needs. We manage and mitigate risk and deliver quality insurance products and services to protect the company's employees, assets and liabilities and to meet its contractual obligations to customers across the group. As our business keeps growing, we want you in our EMEA region.

Ready to immerse yourself in the exciting world of IRM? Join the team and bring your expertise on board! As part of the DHL Group, you will be working with a global network of IRM colleagues and benefit from a wide range of development opportunities.

We are looking for an immediate, full-time, permanent position in EMEA at United Kingdom, London. Office is based on 140 Fenchurch Street and this is an office-based job opportunity (working remotely is not possible).

Job Purpose:

• To provide comprehensive support to our senior executives as well as ensure the smooth operation of our office.

Your tasks:

Executive Support:

• Provide direct support to senior-level executives and offer ad-hoc assistance to team members as required.
• Manage day-to-day calendars for senior management, scheduling appointments and meetings across multiple time zones.
• Coordinate all aspects of executive-level meetings, receptions, and conferences.
• Prepare and review materials and correspondence for meetings, town halls, and offsite events.
• Assist in the creation and modification of presentations, spreadsheets, and various documents.
• Coordinate travel arrangements and logistics for executives.
• Complete and submit expense reports for executives, ensuring accuracy and timeliness.
• Handle confidential information with discretion and professionalism.
• Assist with ad-hoc tasks and projects as needed.

Office Management:

• Oversee daily office operations to maintain a productive and efficient work environment.
• Ensure the appearance and functionality of common areas, manage correspondence, and organize filing systems.
• Oversee office supplies and equipment, coordinating with vendors as necessary.
• Organize and facilitate company events, meetings, and conferences.
• Implement and maintain office policies and procedures.
• Greet visitors and ensure a welcoming atmosphere in the office.

Your profile:

Education Level:

• Bachelor's degree or equivalent experience preferred.

Experience Level:

• More than 2 years of relevant experience supporting senior-level executives.
• Experience managing complex calendars, scheduling meetings across multiple time zones, and coordinating international travel arrangements.
• Background in overseeing office operations, including managing supplies, coordinating with vendors, and ensuring a productive work environment.
• Strong experience in drafting professional communications and acting as a gatekeeper for executives.

Skills:

• Excellent organizational and time-management skills.
• Strong written and verbal communication abilities.
• Proficient in Microsoft Office Suite.
• Ability to multitask and prioritize effectively.
• High level of discretion and confidentiality.
• Strong problem-solving skills with meticulous attention to detail.

We offer:

• Great opportunity to work for the biggest logistics company in the world
• International and virtual environment
• Flexibility and great opportunity to learn
• Tempting Compensation and benefits

DHL is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other protected characteristic.

If this is something you would like to do, don't hesitate and start your application.