Executive Assistant (Operations • Admin • Marketing & Communication • HR)

Element HR Consultancy; Sharjah; On-site; AED 120,000 - 200,000; Full time

Job summary

A leading consultancy firm in Sharjah is hiring an Executive Assistant to support the Director of Marketing & HR. The role involves strategic planning, cross-functional collaboration, and ensuring project timelines are met. Ideal candidates have 3-4 years of experience in similar roles, strong communication skills, and proficiency in project management tools. This position offers a dynamic environment focused on achieving measurable results.

Qualifications

• 3-4 years in Executive Assistant / Operations Coordinator / PMO / Office Manager roles.
• Experience in Marketing/Comms and HR Ops is a plus.
• Fluent in English; Arabic is a plus.

Responsibilities

• Convert Director's priorities into tasks with clear owners and definitions of 'done.'
• Run weekly leadership stand-ups and project reviews.
• Track actions in project management tools.

Skills

Executive communication

Follow-up stamina

Interpersonal & Stakeholder Skills

Program orchestration

Multitasking & Prioritization

Systems thinker

Education

Graduate degree in Business/Commerce/HR/Marketing/Communications

Tools

Google Workspace

MS Office

Asana

Trello

Canva

Job description

Position Summary

You’ll partner with the Director - Marketing & HR to organize, strategize, action, follow up, and deliver—working hand-in-glove with functional leaders to keep projects, tasks, and communication aligned to plan and producing visible, on-time results. Think of this as a mini-Chief-of-Staff role that turns strategy into motion: setting the cadence, removing blockers, and making sure every stakeholder knows the “what/why/by-when.”

Mission

“Co-pilot to the Director—align teams, drive execution, and turn plans into measurable wins.”

KRAs

• Leadership Alignment & Delivery - Translate priorities into clear plans with owners, timelines, and success metrics; keep cross-functional work moving to closure.
• Marketing & Communication Rhythm - Content, campaigns, and events ship to plan with consistent brand voice.
• People & Culture Support (HR Ops) - Hiring flow, onboarding, L&D logistics, and internal comms run smoothly.
• Operations & Administration - SAIF Zone hygiene, vendors, and office backbone stay audit-ready.
• Analytics & Reporting - Weekly, decision-ready dashboards across Marketing, HR, and Ops.

Responsibilities

• Leadership Alignment & Cross-Functional Delivery
• Strategy → Plan: Convert the Director's priorities into tasks with clear owners, dates, and definitions of “done.”
• Cadence: Run the weekly leadership stand-up and project reviews; publish agendas in advance and circulate action logs within 24 hours.
• Follow-through: Track actions in teams, MS Office, or other Project Management tools; chase gently but firmly; surface risks early with options and recommendations.
• Stakeholder sync: Coordinate Marketing, HR, Ops, Finance, and external partners so dependencies are clear and handoffs are smooth.
• Decision hygiene: Maintain decision/risk registers; elevate blockers with concise one-page briefs (context → options → ask).
• Communication clarity: Keep everyone “same page” with simple updates: what moved, what’s stuck, what’s next.
• Quality & timeliness: Hold timelines and standards; run pre-flight checks on key deliverables (decks, content, events, onboarding).

Outcome

Plans don’t just exist—they land. Leaders feel informed, teams feel supported, and the Director stays two steps ahead.

Competencies

• Program orchestration: turns multi-team goals into executable, trackable work.
• Executive communication: brief, structured, and decision-oriented.
• Follow-up stamina: persistent, respectful, and outcomes-focused.
• Systems thinker: improves the process, not just the task.
• High trust: handles sensitive information with discretion and maturity.

Desired Profile

• Experience: 3-4 years in Executive Assistant / Operations Coordinator / PMO / Office Manager roles; exposure to Marketing/Comms and HR Ops is a plus (SME or founder-led set-ups ideal; UAE/GCC exposure helpful).
• Education: Graduate degree (Business/Commerce/HR/Marketing/Communications preferred).
• Communication: Clear, concise writer and confident speaker; can draft executive emails, briefs, and decks; fluent in English (Arabic is a plus).
• Multitasking & Prioritization: Comfortable running multiple workstreams, context-switching smoothly, and meeting tight deadlines without dropping details.
• Interpersonal & Stakeholder Skills: High EQ, diplomacy, and poise—able to coordinate across leaders, vendors, and candidates; strong follow-through and respectful persistence.
• Tools & Hygiene: Solid with Google Workspace/MS Office (advanced Sheets/Excel basics like lookups/pivots), project tools (Asana/Trello/Monday), and Canva/PowerPoint polishing.
• Work Ethic & Style: Owner mindset, proactive problem-solver, organized under pressure, discreet with sensitive information.