HR & Executive Assistant

The HR & Executive Assistant provides administrative and human resources support to ensure the smooth and efficient operation of the company. The role involves assisting with recruitment, employee records, attendance, payroll coordination, and HR documentation, while providing direct administrative and organizational support to senior management.

Duties and responsibilities

Human Resources Management

• Assist in recruitment activities, including scheduling interviews and communicating with candidates.
• Prepare HR-related documents as requested.
• Maintain and update employee files, personnel records, and confidential HR documentation.
• Monitor employee attendance, leaves, absences, overtime, and other related records.
• Coordinate the collection and verification of supporting documents for employees' schooling allowances, prepare the relevant requests, follow up on missing documentation, and submit the files for HR Manager in accordance with company policies.
• Assist in employee onboarding, orientation, and offboarding procedures.
• Follow up on employee work permits, residency documents, and other employment-related requirements, where applicable.
• Support the implementation and communication of company policies, procedures, and internal regulations.
• Assist in organizing employee training, performance evaluations, and other HR activities.
• Ensure the proper filing, accuracy, and confidentiality of employee information and documentation.
• Respond to employee inquiries regarding HR procedures, benefits, and administrative matters.

Executive Assistance

• Provide administrative and organizational support to the Senior management and employees.
• Manage calendars, schedule meetings, and coordinate appointments.
• Prepare meeting agendas, minutes of meetings, reports, presentations, and official correspondence.
• Handle incoming and outgoing communications, including emails, telephone calls, and other inquiries.
• Organize business travel arrangements, including transportation, accommodation, and itineraries, when required.
• Follow up on management instructions, pending tasks, and deadlines with the relevant departments and branch coordinators.
• Coordinate communication between management, employees, clients, suppliers, and other stakeholders.
• Maintain an organized filing system for management documents and records.
• Handle confidential information and sensitive matters with discretion and professionalism.
• Assist management with special projects, reports, and administrative assignments as required.

Coordination with Branch Coordinators

• Act as the main coordination point between head office management and branch coordinators for HR and administrative matters.
• Follow up with branch coordinators regarding employee attendance, leave requests, personnel records, and other HR-related requirements.
• Ensure the timely collection and submission of employee documents, reports, and required information from all branches.
• Communicate management instructions, company policies, and administrative updates to branch coordinators.
• Monitor pending requests and follow up with the relevant coordinators to ensure timely completion.
• Assist in standardizing HR documentation and administrative procedures across all branches.
• Escalate employee-related issues, delays, or discrepancies to management when necessary.

General Administrative Responsibilities

• Supervise and coordinates duties of the office boy(s)
• Maintain proper filing systems for HR, administrative, and management documents.
• Prepare routine correspondence, reports, forms, and other administrative documents.
• Assist in monitoring office expenses and coordinating administrative purchases, subject to company procedures and approvals.
• Support internal communication and coordination between departments.
• Ensure that administrative tasks are completed accurately and within established deadlines.
• Perform other related HR, administrative, and executive support duties as assigned by management.

Education

Bachelor’s degree in Human Resources, Business Administration, Management, or a related field.

Skills

• Proficiency in Microsoft Office applications, particularly Word, Excel, and Outlook.
• Excellent written and verbal communication skills in English and Arabic.
• Strong organizational, coordination, and time-management skills.
• Ability to manage multiple tasks and meet deadlines.
• High level of confidentiality, integrity, accuracy, and professionalism.
• Strong interpersonal and communication skills.
• Ability to coordinate effectively with branch coordinators, employees, management, and external parties.
• Ability to supervise support staff and ensure the completion of assigned duties.

Experience

• Previous experience in HR administration, office administration, or executive assistance is preferred.
• Good knowledge of HR practices, personnel documentation, and administrative procedures