Executive Secretary

at  DHL

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SUMMARY:

Provide effective and efficient administrative support to the Country Manager, support to the Senior Management Team including collation of data for reports, ensuring deadlines are complied for submission of reports and other documentation. Ensures day-to-day matters are carried out systematically and meticulously.

ACCOUNTABILITIES:

Country Manager

• Organise meetings or conferences when held locally, acting as secretariat and liaison-in-charge.
• Assist the Country Manager in the preparation of notes/materials for meetings.
• Prepares slides for presentation, which requires some individual judgement and creativity.
• Manage Country Manager’s office in his/her absence, and ensures all matters requiring the Country Manager’s attention are redirected with discretion and attended to meticulously.
• Any other Country-related duties and tasks assigned by the Country Manager.
• Carry out any task that is required by his or her superiors from time to time.

Country Senior Management

• Organise and minute monthly Senior Management Meetings. Plays key role in organization and/or coordination of other key or large-scale company events e.g. conferences, recreation activities, family days, visitor lunches, etc.
• Assist the other Country Managers where necessary
• Provide basic analysis of Country-related data and information under the instructions of the Country Manager.

Suppliers (travel agents, hotel, other service providers)

• Travel and accommodation arrangements for participants, liaison with relevant hotels and overseeing various logistics arrangements.
• 9G Visa or Work permit for all expats

Regional and Country Senior Management

• Collate data for Country reports (both country and regional) and other required documentation, ensuring deadlines are complied for submission of Country reports and other documentation.
• Assist incoming guests with visa requirements