Executive Secretary

DHL Express; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A global logistics company based in Singapore is seeking an Executive Secretary to provide high-level administrative support to the Regional HR Head. This role involves managing calendars, scheduling meetings, and organizing travel arrangements, while also preparing documents for meetings. The ideal candidate should have a bachelor’s degree and a minimum of 8 years of experience in executive support, with excellent communication skills in English and proficiency in digital tools. Join us in shaping the future of logistics!

Qualifications

• 8 years of experience in executive support roles, preferably in a multinational environment.
• Excellent written and verbal communication skills in English.
• Experience with digital tools such as Power Automate and Power BI is highly desirable.

Responsibilities

• Provide high-level administrative and organizational support to the Regional HR Head.
• Manage the Regional HR Head’s calendar, meetings, and travel arrangements.
• Prepare documents and presentations for internal/external meetings.

Skills

Organizational skills

Time management

Multitasking

Communication skills

Discretion

Digital tools proficiency

Education

Bachelor’s degree in Business Administration or related field

Tools

MS Office Suite

Teams

SharePoint

Job description

At DHL, people mean the world to us. That’s why our goal has always been to attract and retain the best talent in the world. We provide challenge and opportunity for personal and professional development. We recognize the difference you bring to our business, and together we share the pride of building THE logistics company for the world.

We are currently looking for passionate professional to join our Regional HR team. Join us and bring your expertise on board!

As the Executive Secretary, your role purpose is to provide high-level administrative and organizational support to the Regional HR Head, ensuring smooth day-to-day operations, effective communication, and efficient coordination of activities across the HR function and regional leadership team.

Key tasks include:

• Executive Support
• Manage the Regional HR Head’s calendar, schedule meetings, and coordinate travel arrangements.
• Prepare and organize documents, presentations, and reports for internal and external meetings.
• Handle confidential information with discretion and maintain strict confidentiality.
• Meeting & Event Management
• Organize regional HR leadership meetings, workshops, and town halls.
• Prepare agendas, minutes, and track action points for key meetings.
• Coordinate logistics for HR-related events and conferences.
• Travel & Logistics
• Arrange travel and accommodation for the Regional HR Head and the Regional HR team for business trips, meetings, and events.
• Ensure compliance with company travel policies and manage expense reporting.
• Project & Initiative Monitoring
• Provide administrative and coordination support for HR projects and initiatives.
• Monitor completion and submission of Employee Relations (ER) related initiatives such as HR CRISP, Top 3 HR Audit Findings, and other compliance or governance requirements.
• Liaise with cross-functional teams to ensure timely delivery of project milestones.

Requirements

• Bachelor’s degree or equivalent experience in Business Administration or related field.
• Minimum 8 years of experience in executive support roles, preferably in a multinational environment.
• Strong organizational, time management, and multitasking skills.
• Excellent written and verbal communication skills in English.
• Proficiency in MS Office Suite and virtual collaboration tools (e.g., Teams, SharePoint).
• High level of professionalism, discretion, and ability to handle sensitive information.
• Experience or familiarity with digital tools such as Power Automate, Power BI, and other workflow automation or data visualization platforms is highly desirable.

Key Competencies

• Attention to Detail: Ensures accuracy in all tasks and documents.
• Proactive & Resourceful: Anticipates needs and takes initiative.
• Stakeholder Management: Builds strong relationships across diverse teams.
• Confidentiality: Maintains trust and integrity in handling sensitive matters.
• Digital Savvy: Comfortable using and learning new digital tools to improve efficiency and reporting.
• Adaptability: Thrives in a fast-paced, dynamic environment.