Dynamic Team Assistant – Global Aviation IT Office

DHL Express; Diegem; Sur place; EUR 26 000 - 38 000; Plein temps

Résumé du poste

DHL Express in Diegem, Belgium is seeking a Team Assistant to ensure the smooth day-to-day operation of the GAIT office and manage administrative routines. You will support senior managers with calendars, travel, expenses, and meeting materials.

You will prepare presentations, take notes in meetings, coordinate with DHL entities and external partners, organize events, onboard new staff, and monitor KPIs and time tracking, all while handling confidential information with discretion.

Qualifications

• Excellent oral and written knowledge of English.
• Knowledge of Dutch and/or French considered a strong asset.
• Good working knowledge of MS Office with strong PowerPoint skills are essential.
• Tech-savvy and passionate about new technologies.
• Proactive and creative problem solver capable of identifying issues and coming up with solutions.
• Sense of responsibility.
• Energy and stress tolerance.
• Planning and organization: e.g. dealing with priorities and deadlines to support functions in a timely matter.
• Discretion and accuracy: e.g. dealing with confidential information.
• Commitment to excel in a cross regional environment and properly manage tasks across different time zones.
• Minimum 2-3 years' work experience in a similar role.

Responsabilités

• Ensure the smooth day-to-day running of the GAIT office and managing the associated administrative routines.
• Provide support in preparing presentations and notes/materials for meetings.
• Taking notes during HOD & IT managers meetings.
• Deal with queries and manage correspondence and information with other DHL entities and external suppliers, clients, etc.
• Managing time and diary for individual senior managers and leadership teams. Filters and prioritises meeting requests.
• Arranging travel and hotel accommodations and expense statements.
• Organizing administrative and logistics aspects of scheduled conference calls and meetings, monitoring visitors.
• Coordinating other administrative processes, including conference events in various locations.
• Organize team building activities and social events.
• Takes an active part in team meetings.
• Liaison with the Office Facilities Management Team.
• Provide onboarding support for new employees or contractors.
• Follow-up and report on KPIs for GAIT.
• Follow-up On Time tracking for the GAIT group.
• Maintains team filing and administration systems.
• Handles sensitive, confidential information.
• Provide support and follow-up of purchase orders and Project Opportunity Assessment (POA)- Review contract & vendor compliance.
• Follow-up on renewals.

Connaissances

English proficiency

Dutch or French language

MS Office

PowerPoint

Organizational skills

Problem solving

Discretion

Time-zone coordination

Experience in similar role

Outils

MS Office

PowerPoint

Description du poste

DHL Express in Diegem, Belgium is seeking a Team Assistant to ensure the smooth day-to-day operation of the GAIT office and manage administrative routines. You will support senior managers with calendars, travel, expenses, and meeting materials.

You will prepare presentations, take notes in meetings, coordinate with DHL entities and external partners, organize events, onboard new staff, and monitor KPIs and time tracking, all while handling confidential information with discretion.