Executive Assistant & Office Manager

DHL Group; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

A leading logistics company in Dubai is seeking an Executive Assistant & Office Manager to manage the Country Manager's day-to-day activities. The ideal candidate will have 3-5 years of experience supporting executives, excellent organizational skills, and proficiency in Microsoft Office. This full-time role involves coordinating meetings, managing travel, and providing administrative support for senior management. A degree and Arabic language skills are advantageous.

Qualifications

• 3-5 years experience in an administrative support role, preferably at a senior level.
• Highly flexible and strong multitasker with a problem-solving mindset.
• Arabic language is an advantage.

Responsibilities

• Manage the Country Manager’s diary and coordinate meetings.
• Prepare minutes for management meetings and follow up on action items.
• Provide administrative support for Area Senior Managers.

Skills

Strong background supporting executives

Meticulous attention to detail

Excellent oral and written communication skills

Superb organizational and time-management skills

Proficient in Microsoft Office

Education

Undergraduate degree or equivalent experience

Tools

Microsoft Office (Word, Excel, PowerPoint, Outlook)

Job description

Overview

DHL UAE is the recognized market leader in Express logistics and an Employer of Choice – ranked consistently as a Great Place to Work in the UAE for 7 consecutive years with a 2019 Global Ranking at #1. The Executive Assistant & Office Manager will manage the day‑to‑day business activities of the Country Manager, supporting a complex schedule, coordinating meetings, ensuring compliance, and managing travel and communications.

Qualifications

• 3-5 years’ experience in an administrative support role, preferably at a senior level, with a strong background supporting executives.
• Undergraduate degree or equivalent experience.
• Arabic language is an advantage.
• A self‑starter with high energy, meticulous attention to detail, strong initiative, and a process‑improvement mindset.
• Highly flexible, creative, and a strong multitasker with a problem‑solving mindset.
• Excellent oral and written communication skills, strong interpersonal skills, and a high level of professionalism.
• Superb organizational and time‑management skills.
• Proficient or advanced skills in Microsoft Office (Word, Excel, PowerPoint, Outlook) and experience with data management.
• A demonstrated ability to plan effectively while remaining flexible to handle the unexpected.

Responsibilities

• Manage the Country Manager’s diary, ensuring that all meetings are carried out as planned.
• Coordinate and prepare meetings, luncheons, staff conferences, PR events, and other gatherings, including travel and accommodation arrangements.
• Attend weekly management meetings, prepare minutes, circulate to attendees, and follow up on action items.
• Vet all correspondence for the Country Manager and draft responses or take appropriate action.
• Maintain filing systems for the Country Manager and Senior Management Team to facilitate easy retrieval and systematic organization.
• Manage telephone lines for the Senior Management Team, take messages, and deal with enquiries to enable callers to have a point of contact.
• Coordinate and produce monthly reports and briefing packs, adhering to deadlines.
• Coordinate leave and absence tracking for the Senior Management Team, ensuring that all paperwork and systems are accurately completed and approved.
• Provide administrative and executive support for Area Senior Managers / GMB visiting the country.
• Support the Marketing team for events, including organizing and coordinating with customers and suppliers.
• Act as a point of contact for customers, greet VIP customers at events, and provide coordination support.
• Support Area / Global on locally organized events such as CBRs, MEEG Functional meetings, and other items.
• Coordinate suppliers, handle client queries, and troubleshoot on the day of events to ensure smooth operations, liaising with HR and other departments for approvals.
• Provide support for coordination of travel arrangements and hotels for large events.
• Handle customer complaints escalated to the Country Manager.
• Coordinate and follow up with CS Operations and Sales, ensuring proper feedback is given to customers.

Employment Type

Full‑Time

Vacancy

1