Administrative and HR Assistant

About the Role

We are looking for a detail-oriented and proactive Administrative and HR Assistant to support the Administration Manager and the Head of Administration. This role involves managing day-to-day administrative functions, supporting human resources operations, coordinating travel and events, handling vendor relations, and ensuring smooth facilities management to maintain efficient office operations.

Key Responsibilities

• Provide comprehensive administrative and operational support to senior management, including managing calendars, appointments, meetings, travel schedules and business communications.
• Prepare reports, presentations, meeting agendas and minutes, and ensure follow-up on action points.
• Maintain confidentiality through proper record keeping and documentation systems.
• Act as liaison between departments and external contacts to ensure timely completion of tasks and support special projects aimed at improving administrative processes.
• Ensure smooth office operations by monitoring supplies, equipment, and coordinating maintenance and facility services.
• Assist with the implementation of office procedures and administrative systems.
• Support HR-related activities including interview coordination, new employee onboarding, maintaining personnel records, visa and payroll document processing, attendance and leave management, and preparation of employment documents.
• Organize business travel logistics such as flights, hotels, transportation, visas, and itineraries, while keeping travel costs effective and records up to date.
• Help plan and execute company events, conferences, and employee engagement activities.
• Manage vendor relationships by coordinating with suppliers, contractors, and service providers, obtaining quotations, supporting procurement, and overseeing office renovation and facility projects.
• Maintain accurate administrative, HR, attendance, leave, and travel records, preparing relevant reports and safeguarding document confidentiality.

Qualifications & Experience

• A bachelor's degree in Business Administration, Management, or a related field.
• Between 8 to 10 years of experience in administration, executive assistance, office management, or a similar capacity.
• Demonstrated success in supporting senior leaders effectively.
• Excellent organizational skills with the ability to manage several priorities simultaneously.
• Fluent in English, both written and verbal.
• Advanced skills in Microsoft Office suite including Word, Excel, PowerPoint, and Outlook.
• Practical knowledge of travel coordination, visa processing, and itinerary planning.
• Experience handling HR administration tasks such as onboarding, employee records, leave management, and documentation.
• Beneficial experience includes vendor management, procurement processes, facilities coordination, and corporate events support.
• Ability to work independently within a fast-paced environment, prioritize responsibilities, and maintain confidentiality.

Additional Information

• Preference will be given to candidates currently residing in the UAE.
• Priority for immediate joiners or individuals able to start within 15 days.