\nAbout DPDHL and Legal Services:\nDeutsche Post DHL (DHL Group) the logistics provider of the world with over 600,000 employees in more than 220 countries and territories. We are an organization that is not just moving goods around, we have a very clear purpose, and we are: Connecting People. Improving Lives. We provide challenges and opportunities for personal and professional development, we recognize the difference you bring to our business and together we share the pride of building one of the largest world leaders in logistics and supply chain.\n\nDHL Legal Servicesoffers all business partners worldwide solution-oriented legal advice. We provide comprehensive support in contracts, negotiations, and processes with customers and suppliers as well as in general litigation and commercial law matters.\nIn a matrix organization, Legal Services is organized on the one hand according to regions and on the other hand according to global cross-sectional topics. As our business keeps growing, we want you in our AMERICAS region.\n\nReady to immerse yourself in the exciting world of Legal? Join the team and bring your expertise on board! As part of DPDHL, you will be working with a global network of Legal colleagues and benefit from a wide range of development opportunities.\n\nJob Purpose:\nProvides administrative support for General Counsel as well as secondary support to the Legal Services department staff members (as needed). Works with head of Legal Operations on key department and SD 71 projects and initiatives. Works independently and proactively, providing departmental administrative assistance, exercising initiative and judgment on a regular basis.\n\nYour tasks:\n\n\n\nPrimary administrative support for General Counsel.\nMaintains General Counsel’s filing system including items that are confidential. Establishes, maintains, and when necessary, revises files.\nMaintains General Counsel’s calendar, schedules meetings and appointments. Regularly arranges travel and hotel accommodations for frequent extended trips. Compiles and submits expense reports.\nMaintains department’s shared calendar and schedules department meetings.\nSupports department attorneys in basic administrative needs, including letter drafting, mailing documents, file in-take and management.\nPerforms broad range of administrative items of a highly confidential nature on a regular basis.\nCoordinates team, cross-functional, department and customer meetings.\nMaintains and publishes weekly department itineraries.\nCorresponds (both written and verbal) with both internal and external signatories regarding the status of the signing process for department documents.\nManages the department’s office supply requests, stock, and iBuy account.\nManages department new hire and onboarding process.\nCoordinates department led training tasks, including scheduling the training, the rooms and meals.\nUses considerable judgment and initiative to determine the approach or action to take in non-routine situations.\nScreens departmental inquiries to determine which of them can be directed to the appropriate team member or to other functional groups.\nProvides information regarding detailed knowledge of General Counsel & other department associates’ areas of responsibility and general knowledge of company policies, practices and operations in an expeditious and courteous manner. Requires continuous use of technical and business vocabulary.\nCreates and updates policies and procedures for the department, to support the Legal Operations team.\nPrepares a variety of highly confidential, specialized, and recurring reports. Produces high quality reports, presentations, proposals, or other documents.\nRequires continuous use of technical and business vocabulary and a detailed knowledge of company operations, organizational procedures, and personnel.\nAssists with data quality in various systems.\nAssists in managing renewals for department subscriptions and professional fees.\nServes as central communication point for associates on human resource and associate relations items.\nOperates office equipment including fax, copiers, printers, binding machines and projectors.\nPerforms additional duties as assigned by management.\n\n\nYour profile:\n\n\n\n\n3 years related experience\n2+ years using MS Excel, MS Word, and an email system\nWritten communication skills to compose routine letters/e-mails and to edit and proof business correspondence and reports.\nIn-depth understanding of overall company operations, its policies and procedures as well as sound oral communication skills that facilitate the management of a broad variety of moderately to complex administrative details, such as arranging meetings without clearance, assembling reports containing confidential and sensitive information, and responding to questions or requests of people who contact the Legal department.\nTyping data entry and proofing requires ability to read and concentrate for up to 25% of work time.\nProficient with word processing software\nAdvanced knowledge of spreadsheet and presentation software\nProficient with Outlook\nAbility to create professional presentations\nStrong verbal, written communication and time management skills.\nAbility to file, alphabetize and sort\nPrioritize multiple tasks to efficiently manage workload.\nAbility to learn new software systems and tasks quickly\nAbility to read, understand, and follow directions/instructions\n\n\n\n\nWe offer:\n\n\n\nGreat opportunity to work for the biggest logistics company in the world\nInternational and virtual environment\nFlexibility and great opportunity to learn\nTempting Compensation and benefits\n\n\n\nDHL is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other protected characteristic. The EEO is the Law poster is available here: https://www.eeoc.gov/employers/eeo-law-poster\n\nWe will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.\n\n

Executive Administrative Assistant

Would you like to join the Logistics Company for the World? DHL Supply Chain is just that.

Become an essential part of everyday life, by contributing to an organization that is Connecting People and Improving Lives. If you have a passion for people, a desire to problem-solve, and eagerness to pursue continuous improvement opportunities… we look forward to exploring career possibilities with you!

Job Description:

We are seeking a highly skilled and professional Executive Administrative Assistant to provide comprehensive administrative support to our executive team. The successful candidate will be responsible for managing the day-to-day operations of the executive office, facilitating efficient communication, and ensuring the smooth functioning of administrative processes. This role requires exceptional organizational skills, strong attention to detail, and the ability to handle sensitive and confidential information with the utmost discretion. The Executive Administrative Assistant will play a critical role in optimizing productivity and contributing to the overall success of our organization.

Responsibilities:

Administrative Support:

Manage complex calendars, schedule appointments, and coordinate meetings for executives.Arrange domestic and international travel logistics, including flights, accommodations, and ground transportation.Prepare and organize documents, presentations, and reports for executive meetings and presentations.Screen incoming calls, emails, and correspondence; prioritize and respond as necessary.Act as the point of contact between executives and internal/external stakeholders, demonstrating professionalism and diplomacy in all interactions.Handle sensitive and confidential information with the highest level of discretion.

Office Management:

Oversee the day-to-day operations of the executive office, ensuring a well-organized and efficient work environment.Maintain inventory of office supplies, equipment, and manage vendor relationships as necessary.Coordinate and assist with onboarding of new employees, including workspace setup and necessary documentation.

Communication and Coordination:

Serve as a liaison between executives and department heads, ensuring timely and effective communication across all levels of the organization.Prepare and distribute internal and external communications, including memos, emails, and announcements.Coordinate and manage executive-level meetings, conferences, and events, including logistics, agendas, and follow-up actions.

Data Management:

Assist in the preparation and maintenance of reports, budgets, and financial documents.Conduct research and gather data as needed for various projects and initiatives.Organize and maintain digital and physical files, ensuring easy access and retrieval.

Required Education and Experience

High school diploma or general education degree (GED), required3 + years’ experience as an executive assistant to a Senior Manager, requiredIntermediate to advanced PC software Application skills (Excel, Word, Outlook), requiredOperation of standard office equipment, requiredExcellent interpersonal skills, requiredExcellent composition/proofreading skills, requiredShorthand or notetaking skills, desired

Our Organization has a business casual environment and focuses on teamwork, associate development, training, and continuous improvement. We offer competitive wages, excellent affordable insurance benefits (including health, dental, vision and life), 401K plan, paid vacation and holidays.

Our Organization is an equal opportunity employer.