Executive Assistant cum Travel Desk Officer

Element HR Consultancy; Sharjah; On-site; AED 60,000 - 120,000; Full time

Job summary

A leading HR consultancy firm in Sharjah is seeking an experienced Executive Assistant to support the HR Director. Responsibilities include managing the Director's calendar, overseeing travel arrangements, and preparing correspondences. The ideal candidate will have over 5 years of experience in a similar role and strong proficiency in MS Office. This position offers a dynamic work environment that values organization and discretion.

Qualifications

• 5+ years of experience as an Executive Assistant or similar role.
• Experience managing travel desk operations and international travel coordination.

Responsibilities

• Provide high-level administrative support to the HR Director.
• Manage the Director's calendar and schedule appointments.
• Oversee travel arrangements including visa processing and bookings.
• Prepare business correspondence and reports.

Skills

Executive-level calendar management

MS Office Suite proficiency

Strong communication skills

Travel management knowledge

Education

Bachelor's degree in Business Administration or related field

Certification in office administration or travel management

Job description

Responsibilities

Executive Assistant to HR Director: Provide high-level administrative and operational support to the Director, ensuring seamless coordination of business activities.

• Manage the Director's calendar, schedule appointments, and prioritize engagements to optimize productivity.
• Prepare and review business correspondence, reports, and presentations for internal and external meetings.
• Handle confidential documents, ensuring security and proper record-keeping.
• Act as the primary point of contact between the Director and internal/external stakeholders, managing communications efficiently.
• Oversee travel arrangements, including visa processing, flight bookings, accommodation, and itinerary planning.
• Assist in preparing reports, financial summaries, and strategic documents to support decision-making.
• Track action items, follow up on key deliverables, and ensure timely execution of business priorities.
• Support event planning, high-level meetings, and networking engagements attended by the Director.
• Travel Desk Management: Coordinate comprehensive travel arrangements for employees, senior management, and guests in alignment with the company\'s travel policies and preferences.
• Oversee end-to-end visa processing, travel insurance coverage, and ensure compliance with international travel laws and destination-specific entry requirements.
• Book flights, accommodation, and ground transportation, ensuring comfort, cost-efficiency, and timeliness for all itineraries.
• Maintain and regularly update the travel database, monitor travel budgets, track expenses, and facilitate timely submission and processing of travel reimbursements.
• Prepare detailed travel itineraries for all travelers, ensuring clarity, accuracy, and inclusion of all logistical details and emergency contacts.
• Develop and maintain standard operating procedures (SOPs) for travel management processes to ensure consistency, efficiency, and adherence to company standards.

Qualifications

• Bachelors degree in Business Administration, Human Resources, or related field.
• Additional certification in office administration, travel management, or executive assistance is an advantage.

Experience

• Minimum 5 years of experience as an Executive Assistant or in a similar administrative role.
• Prior experience managing travel desk operations and international travel coordination.
• Exposure to corporate gifting, branding, or promotional merchandise management is preferred.

Knowledge And Skills

• Strong knowledge of executive-level calendar and email management.
• Familiarity with visa procedures, travel insurance, and international travel compliance.
• Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communication skills.
• Ability to draft, format, and edit business documents and presentations.
• Solid understanding of SOPs, budget tracking, and travel database maintenance.
• Skilled in preparing detailed travel itineraries with accuracy and attention to logistical and emergency details.

Personal Attributes

• Highly organized, detail-oriented, and able to manage multiple tasks under pressure.
• Discreet with handling confidential information.
• Strong interpersonal skills and professional demeanor.
• Proactive, resourceful, and solution-oriented mindset.
• Flexible, with the ability to adapt to dynamic priorities and tight deadlines.