Administrative Specialist

Dsv Air & Sea SAU; Manila; On-site; PHP 446,000 - 781,000; Full time

Job summary

DSV in Manila is seeking an Administrative Specialist to provide comprehensive support to the Managing Director and the wider business. The role ensures efficient office management, coordinates executive schedules, handles confidential information, supports internal communications, and assists with special projects and events.

The position combines strong administrative expertise with selected executive support responsibilities for the leadership team in a dynamic, global logistics environment.

Qualifications

• Bachelor's degree in Business Administration, Management, or related field.
• Minimum of 5 years of experience in administrative or office management roles.
• Strong organizational, time management, and multitasking skills.
• Excellent written and verbal communication abilities.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Ability to work independently with high discretion and confidentiality.
• Professionalism and integrity in handling sensitive information.

Responsibilities

• Provide day-to-day administrative support to the Managing Director and leadership team.
• Manage correspondence and incoming inquiries professionally and promptly.
• Prepare, edit, and format reports, presentations, and meeting materials.
• Maintain filing systems and confidential documentation.
• Coordinate vendor relationships and facility support.
• Assist in developing administrative procedures and policies.
• Manage calendar, appointments, meetings, and travel for the MD.
• Coordinate domestic and international travel and itineraries.
• Screen and prioritize meeting requests and communications.
• Prepare meeting agendas and briefing documents.
• Support internal communications and company announcements.
• Coordinate leadership meetings, town halls, and events.
• Facilitate cross-department communication and dissemination of information.
• Assist in planning and executing special projects and initiatives.
• Support budget tracking, invoice processing, and expenses.
• Handle confidential information with discretion and professionalism.
• Ensure compliance with company policies and data privacy.
• Maintain accurate records for audit and compliance.

Skills

Organizational skills

Time management

Multitasking

Written and verbal communication

Independent work

Confidentiality

Education

Bachelor's degree in Business Administration/Management

Tools

Microsoft Office

Job description

Job Summary:

The Administrative Specialist provides comprehensive administrative support to the Managing Director and the wider business. This role is responsible for ensuring efficient office management, coordinating executive schedules, handling confidential information, supporting internal communications, and assisting with special projects and events. The position combines strong administrative expertise with selected executive support responsibilities.

Job Responsibilities:

• Provide day-to-day administrative support to the Managing Director and leadership team.


• Manage correspondence, emails, and incoming inquiries in a professional and timely manner.


• Prepare, edit, and format reports, presentations, business documents, and meeting materials.


• Maintain and organize filing systems, records, and confidential documentation.


• Coordinate vendor relationships to ensure timely maintenance services and effective facility support.


• Assist in developing and maintaining administrative procedures and policies.


• Manage the Managing Director's calendar, appointments, meetings, and travel arrangements.


• Coordinate domestic and international travel, including flights, accommodations, transportation, and itinerary preparation.


• Screen and prioritize meeting requests and communications on behalf of the Managing Director.


• Prepare meeting agendas, presentation materials, and briefing documents.


• Support internal communication initiatives and company announcements.


• Coordinate leadership meetings, town halls, and management events.


• Facilitate communication between departments and ensure information is accurately disseminated.


• Assist in the planning, coordination, and execution of special projects and business initiatives.


• Support budget tracking, invoice processing, and expense management.


• Handle sensitive and confidential information with the highest level of discretion and professionalism.


• Ensure compliance with company policies, procedures, and data privacy requirements.


• Maintain accurate records and documentation for audit and compliance purposes.

Qualifications:

• Bachelor's degree in Business Administration, Management, or a related field.


• Minimum of 5 years of experience in an administrative, office management, or similar support role.


• Strong organizational, time management, and multitasking skills.


• Excellent written and verbal communication skills.


• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).


• Ability to work independently, prioritize tasks, and manage competing deadlines.


• High level of professionalism, integrity, and confidentiality.

DSV - Global transport and logistics

Working at DSV means playing in a different league.

As a global leader in transport and logistics, we have been on an extraordinary journey of growth. Let's grow together as we continue to innovate, digitalise and build on our achievements.

With close to 150,000 colleagues in over 90 countries, we work every day to offer solid services and meet our customers’ needs and help them achieve their goals. We know that the best way to achieve this is by bringing in new talent, fresh perspectives and ambitious individuals like you.

At DSV, performance is in our DNA. We don't just work - we aim to shape the future of logistics. This ambition fuels a dynamic environment built on collaboration with world-class team players, accountability and action. We value inclusivity, embrace different cultures and respect the dignity and rights of every individual. If you want to make an impact, be trusted by customers and grow your career in a forward-thinking company - this is the place to be.

Start here. Go anywhere

Visit dsv.com and follow us on LinkedIn and Facebook.