Executive Assistant Jobs

• Full-time position
• Location: Belawan Medan

About DP World

Trade is the lifeblood of the global economy, creating opportunities and improving the quality of life for people around the world. DP World exists to make the world’s trade flow better, changing what’s possible for the customers and communities we serve globally. With a dedicated, diverse and professional team of more than 103,000 employees spanning 75 countries on six continents, DP World is pushing trade further and faster towards a seamless supply chain that’s fit for the future.

In Asia Pacific, DP World employs more than 7,000 people, and has ports and terminals in 17 locations. We’re rapidly transforming and integrating our businesses -- Ports and Terminals, Marine Services, Logistics and Technology – and uniting our global infrastructure with local expertise to create stronger, more efficient end-to-end supply chain solutions that can change the way the world trades.

What's more, we're reshaping the future by investing in innovation. From intelligent delivery systems to automated warehouse stacking, we’re at the cutting edge of disruptive technology, pushing the sector towards better ways to trade, minimising disruptions from the factory floor to the customer’s door.

Key Accountabilities

• Ensure all meeting rooms are kept clean and tidy and organises food and beverage requirements for executive meetings.
• Provide office administrative support to respective team including printing, scanning, meeting invites, access cards, room bookings etc.
• Manage day-to-day activities, including typing, file maintenance, composing correspondence, receiving visitors, incoming calls and mail, invoices, check requests.
• Produce general correspondence, presentations, reports, and correspondence of a confidential nature on behalf of President Director.
• Understand how to process incoming/outgoing mail including booking of domestic and international couriers, collecting mail from GPO and monthly orders of office supplies.
• Coordinate new starter onboarding including access cards and business cards.
• Participate in and manage monthly office events for employee engagement and works on ad-hoc projects as required.
• Manage diary, calendar management, booking travel and accommodations and assist with personal matters as required.
• Manage purchase orders and monthly corporate card reconciliation.

Safety Accountabilities

• Participate HSSE activities to eliminate the workplace risks.
• Take responsibility to make sure co-workers in the area are obeying the HSSE requirement.
• Identify the HSSE hazard, and report hazard, near miss or incident to Supervisor or other leadership team in timely manner. Participate into the investigation if needed.
• Strictly comply with the applicable HSSE requirement related to the job or applied to the workplace.

Qualifications, Skills and Experience

• Open mind and inclusive attitude. Pro-active with a “can do” attitude.
• High proficiency in Microsoft Office Suite, Outlook, SharePoint and any other administration tools/software.
• Experience in executive administration, and office management and coordination.
• Excellent organisational skills, strong attention to detail and an ability to effectively prioritise and manage competing priorities.
• Experience in working autonomously with good attention to details.
• Experience in minutes taking will be added advantage.
• Possess good interpersonal and communications skills with an ability to build strong relationships with internal and external stakeholders/customers.
• Qualifications/Certification in Business Administration or equivalent.
• Experience prior working as an Executive/Personal Assistant to senior executives in multi-national organisations.