We are seeking an organized, personable, and detail-oriented Office Coordinator / Executive Assistant to join our organization. Within this role, you will coordinate various office tasks and functions to ensure office operations always run smoothly. Excellent customer service, confidentiality and a professional demeanor are of the highest of priorities.

Office Coordinator / Executive Assistant Responsibilities:

The Office Coordinator / Executive Assistant will perform a wide range of administrative and office support activities and aide the Executive team in facilitating the efficient operation of the organization.

Office Coordinator / Executive Assistant Job Duties:

• Be the point of contact of the regional executive office and work closely with Dubai Head office, internal departments, and external parties
• Welcomes visitors by greeting them, in person or on the telephone; answering or referring inquiries via telephone or email; directs visitors by maintaining employee and department directories
• Maintains telecommunication system by following manufacturer's instructions for house phone and console operation (switchboard)
• Oversee office administration including office supplies and inventory, office maintenance, mobile phone and company premium quotation and arrangements
• Maintain a safe and clean reception area and office areas by complying with procedures, rules, and regulations
• Orders business cards on behalf of the regional office
• Manage incoming and outgoing FedEx, UPS, USPS Mail Parcels
• Sort and distribute facility mail; Track Certified, Express, Priority Mail as needed
• Arrange catering orders for meetings, coordinate meeting preparations and clean up as needed
• Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments
• Maintaining and updating desk procedures and keeping the Administrative SharePoint updated
• Must be comfortable communicating with C-Level executives
• Must be able to multi-task and keep up with a fast-paced environment, strong communication and interpersonal skills, strong problem-solving and highly organized
• Demonstrate the ability to take initiative, anticipate needs and exercise independent/sound judgment
• Practice complete confidentiality even amongst colleagues. Manage sensitive matters with a high level of confidentiality and discretion
• Highly motivated, exceptionally strong work ethic, attention to detail and fully capable of working with high demands and tight timelines while keeping a calm profile
• Must have strong technology exposure such as online portals to book travel
• Strong background of arranging domestic and international travel, including flights, hotels, car transfers, car rentals, visa requirements
• Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings, along with coordinating the executive calendar and complex meetings.
• Experience with Passport and Visa application processes
• Be easily assessable for after-hour travel, scheduling, and other needs
• Support senior management onboarding
• Event planning for large groups for both domestic and international venues, including obtaining the venue, conference space, hotel reservations, individual and/or group transfers, dinner venue and reservations, supplies for the event
• Corporate credit card and cash expense reports
• Contributes to team effort by accomplishing related results as needed, backup support as needed
• Manage office budget

Your Key Qualifications

• This position requires a high school diploma with some college; Bachelor’s Degree is preferred.
• 5+ years’ experience supporting at the executive level.
• Expert level written and verbal communication skills, strong decision-making ability and attention to detail are equally important.
• Strong knowledge of MS Office and Outlook, with advanced Excel and PowerPoint skills.
• Excellent English written and spoken language skills, and fluent Spanish would be a definite advantage

Compensation
DP World offers exciting and challenging roles within a growing international organization. We strive to hire and develop the right people, locally and globally; stimulating personal growth and self-development within an informal atmosphere. We offer a market competitive compensation package.

About DP World
We are the leading provider of worldwide smart end-to-end supply chain logistics, enabling the flow of trade across the globe. Our comprehensive range of products and services covers every link of the integrated supply chain – from maritime and inland terminals to marine services and industrial parks as well as technology-driven customer solutions. Both syncreon and Imperial are part of our family.

We deliver these services through an interconnected global network of 295 business units in 78 countries across six continents, with a significant presence both in high-growth and mature markets. Wherever we operate, we integrate sustainability and responsible corporate citizenship into our activities, striving for a positive contribution to the economies and communities where we live and work.

Our dedicated, diverse and professional team of more than 97,657 from 158 nationalities are committed to delivering unrivalled value to our customers and partners. We do this by focusing on mutually beneficial relationships – with governments, shippers, traders, and other stakeholders along the global supply chain – relationships built on a foundation of mutual trust and enduring partnership.

We think ahead, anticipate change and deploy industry-leading digital technology to further broaden our vision to disrupt world trade and create the smartest, most efficient and innovative solutions, while ensuring a positive and sustainable impact on economies, societies and our planet.

DP World is committed to the principles of Equal Employment Opportunity (EEO). We strongly believe that employing a diverse workforce is central to our success and we make recruiting decisions based on your experience and skills. We welcome applications from all members of society irrespective of age, gender, disability, race, religion or belief.

By submitting your resume and application information, you authorize DP World to transmit and store your information in the world-wide recruitment database, and to circulate that information as necessary for the purpose of evaluating your qualifications for this or other job vacancies.