Business Support Assistant, Operations, Healthcare at DSV

MAIN PURPOSE OF THE ROLE:

• We are looking for a reliable Executive Secretary responsible for supporting high-level executives and management. Provides administrative support and performs numerous duties, including scheduling, writing correspondence, emailing, handling visitors, booking travel, ordering catering, routing callers, and answering questions and requests.
• This includes high-level clerical and administrative tasks, including managing information technology, creating presentations or proposals, and taking responsibility for confidential company documents.

DUTIES & RESPONSIBILITIES:

• Provide administrative and clerical support to executives.
• Schedule meetings and arrange conference rooms.
• Alert manager about cancelations or new meetings.
• Manage travel and schedule.
• Handle information requests.
• Prepare correspondence and mail into envelopes.
• Arrange for outgoing mail and packages to be picked up.
• Prepare statistical reports.
• Manage spreadsheets.
• Greet and receive visitor.
• Prepare confidential and sensitive documents.
• Coordinates office management activities.
• Determine matters of top priority and handle accordingly.
• Prepare agenda for meetings.
• Minutes take for Exco meetings.
• Maintain office procedures.
• Coordinate travel arrangements; prepares itineraries; prepares, compiles and maintains travel vouchers and records.
• Operate office equipment, such as photocopy machine and scanner.
• Coordinate committees and task forces.
• Receive and relay telephone messages.
• Direct the general public to the appropriate staff member.
• Maintain hard copy and electronic filing system
• Assist with the collation of RFP’s and Tender documents
• Update tender files
• Submit billing to finance for VAS
• Overtime analysis
• Manage the cleaning service provider relationship
• Manage the cleaning supervisor

JOB-RELATED REQUIREMENTS:

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly
• Personal Assistant Secretary Experience with related administrative experience