Executive Assistant / HR Generalist

This is a dual-function role combining full HR Generalist responsibilities with direct executive support to the Directors. The role is responsible for independently managing HR operations, employee lifecycle processes, compliance, and documentation, while also providing high-level administrative and executive assistance in both business and personal matters.

Key Responsibilities:

1. Recruitment & Onboarding

 Manage end-to-end recruitment process including CV screening, interview scheduling, coordination, and follow-ups

 Maintain applicant database and ensure proper filing of all CVs and recruitment records

 Prepare job offers and employment documentation as directed by Directors

 Conduct reference checks, document verification, and background screening

 Manage full onboarding process including documentation, system setup, and employee induction

2. Employee Documentation & HR Operations

 Maintain complete and updated employee files (digital and physical)

 Ensure proper record-keeping of contracts, visas, passports, Emirates IDs, and labour cards

 Manage HR systems (e.g., Helix, Bayzat) and ensure accurate and timely updates

 Issue employee letters (NOCs, salary certificates, employment certificates, etc.)

 Maintain master employee records and ensure data accuracy at all times

3. Visa & Government Relations

 Coordinate all PRO-related activities including visa processing, renewals, cancellations, labour cards, and medical licensing with the PRO

 Monitor expiry dates and initiate renewals proactively to avoid penalties

 Liaise with government authorities and external service providers

 Reconcile PRO invoices and coordinate with Finance for approvals

4. Insurance & Compliance

 Manage employee medical insurance (additions, deletions, claims, and updates)

 Handle company insurance renewals (medical, malpractice, vehicle, property, etc.)

 Ensure compliance with UAE Labour Law and internal company policies

 Maintain confidentiality and secure handling of sensitive HR and legal documents

5. HR Monitoring & Reporting

 Track attendance, overtime, leave records, and HR-related data

 Maintain records of disciplinary actions, performance reviews, and employee movements

 Prepare HR reports and analytics as required by the Directors

B. LEGAL & ADMINISTRATIVE RESPONSIBILITIES

 Assist in preparing documentation for labour disputes, legal cases, and official complaints

 Coordinate with legal advisors, PROs, and relevant authorities for case handling

 Maintain confidential legal records and correspondence

 Support audits, inspections, and compliance documentation requirements

C. EXECUTIVE ASSISTANT TO DIRECTORS

 Manage Directors’ calendars, appointments, meetings, and travel arrangements

 Coordinate internal and external meetings, including agendas, minutes, and follow-ups

 Handle confidential correspondence and sensitive communications

 Assist with personal and family-related administrative tasks when required

 Maintain task lists and follow up on pending matters to ensure timely completion

 Liaise with internal departments and external stakeholders on behalf of Directors

 Prepare reports, presentations, and summaries for decision-making

 Provide support during meetings, business events, and engagements

D. INVESTMENT & BUSINESS SUPPORT

 Assist in preparation of investment proposals

 Compile HR, operational, and administrative data for strategic planning

 Coordinate with departments for expansion projects and business initiatives

 Support documentation for investor meetings and presentations

Key Requirements

 Bachelor’s degree in HR, Business Administration, or related field

 3–6 years’ experience in HR Generalist or standalone HR role

 Strong knowledge of UAE Labour Law and HR compliance

 Experience in PRO coordination and employee lifecycle management

 Strong organizational, communication, and multitasking skills

 High level of confidentiality and professionalism

 Proficiency in MS Office and HR systems (e.g., Helix, Bayzat)

Pay: AED7,999.00 - AED8,000.00 per month

Work Location: In person