Business Support Administrator Full Time

Key Accountabilities:

• Provide complete administration assistance for the Communications team VPs and the Group Communications and External Affairs Department.
• Liaise with internal and external parties locally and globally to streamline routine activities on behalf of the Group Communications and External Affairs teams
• Work as part of the team to develop a new digitised system and process for managing, prioritising and tracking the communications work requests through to completion across the various sections; manage the systems and act as department gatekeeper
• Take responsibility for managing Head Office branded gift items and marketing materials, including inventory system
• Manage updating of DP World’s communications calendar
• Prioritise work schedules and email responses on behalf of the VPs
• Plan and arrange all International Travel i.e. Flights, Hotel and Visas for the Communications team VPs and the team leads as and when required.
• Ensure to independently lead and manage the calendar of the  team VPs, taking decisions where appropriate in terms of scheduling and cancellations.
• Prepare and review all the expense reports of Communications team VPs
• Manage the RFPs (request for payments), Petty Cash, Travel Expenses, Entertainment Expenses, Medical and Educational Reimbursements for the Communications team VPs.
• Liaise and coordinate with Regional DP World offices on behalf of the team VPs as and when required.
• Monitor and process AFE’s (approval for expense) for the Group Communications and External Affairs teams
• Ensure proper arrangements pertaining to handling of VPs executive guests for internal and external corporate events.
• Ensure that leave planner and leave records for VPs and the Group Communications and External Affairs teams are updated.
• Ensure efficient filing system for the Shared Drive, hard copy filing
• Manage all physical storage areas for Group Communications assets through efficient system
• Act as an ambassador for DP World at all times when working; promoting and demonstrating positive behaviours in harmony with DP World’s Principles, values and culture; ensuring the highest level of safety is applied in all activities; understanding and following DP World’s Code of Conduct and Ethics policies
• Promote and demonstrate positive behaviours in harmony with DP World’s values and culture
• Perform other related duties as assigned

Job Context

The jobholder is a key member of the Group Communications team being the principle/only administrative support and needs to work effectively with all members in the department to ensure all support needs are identified, prioritised and met.  The jobholder is expected to take his/her own initiative, offer new ideas to improve department efficiency and productivity, be able to multi-task and have flexibility for ad hoc requirements.

Qualifications, Skills & Experience

In order to give credible support to the organisation and be successful in this role, the ideal candidate will have the following:

• Minimum of 6-10 years working as a Senior Administrator/PA for Executive Management level
• Administration and analytical skills
• Influencing and impact skills
• Strong work ethic, reliable, discreet and able to retain confidential information
• Optimistic nature and strong team player
• Excellent organisational skills, strong multi-tasker, able to remain calm under pressure
• Professional demeanour, strong brand ambassador for the department and DP World
• Strong Microsoft Office skills, knowledge of social media
• Ability to research independently with speed and initiative.