Administrative Assistant

Position Summary

We are seeking a highly organized Personal Assistant to coordinate and administer the group’s human resources operations.

• Coordinate and administer the group’s human resources operations.
• Oversee daily HR operations, ensuring smooth workflow and efficiency.
• Supervise and delegate tasks to office assistants, ensuring productivity and adherence to company policies.
• Maintain office supplies, equipment, and overall office infrastructure.
• Ensure compliance with health and safety regulations in the workplace.
• Coordinate onboarding and offboarding tasks during the employee life cycle.
• Provide timely information and assistance to all colleagues regarding policies and procedures.
• Prepare offer letters and issue regrets to candidates not selected during the recruitment cycle.
• Maintain attendance records and assist with monthly payroll activity.
• Coordinate and schedule office meetings and interviews with candidates.
• Process invoices and ensure timely payments to vendors related to office and HR requirements.
• Prepare employee census information for medical insurance renewal and manage related documents.
• Coordinate medical insurance additions and deletions in a timely manner.
• Assist with filing and ensure legal compliance in all HR areas.
• Maintain overall HR documentation and filing.
• Respond to employee queries during the day.
• Provide support on HR projects as needed.
• Handle trade license renewals for both Freezone and Mainland entities, ensuring timely compliance with UAE regulations.
• Coordinate with government authorities and provide legal assistance to department heads.
• Maintain updated records of company documents, visas, and contracts.
• Manage petty cash, office expenses, and vendor payments.
• Assist with travel bookings, hotel accommodation, and transport for C-Level staff.
• Coordinate visa applications and travel‑related documentation for senior executives.
• Handle courier bookings, office access cards, and personal staff admin requests.

• 3–5 years of UAE experience in Human Resources Administration and Business Operations Management or Business Management.
• Strong knowledge of trade license renewals for Freezone and Mainland entities.
• Experience managing and supervising office assistants and company drivers.
• Excellent communication and interpersonal skills.
• Proficiency in MS Office (Word, Excel, Outlook) and office management tools.
• Ability to multitask, prioritize tasks, and work in a fast‑paced environment.
• Knowledge of UAE labor laws and government portals (DED, Freezone Authorities, MOHRE, etc.) is a plus.
• Experience in Hotel Human Resources is a plus.