Office Management Executive - SVP-HR

Dubai World Trade Centre; United Arab Emirates; On-site; AED 120,000 - 200,000; Full time

Job summary

A prominent business center in Dubai is seeking an Executive Assistant to support the Senior Vice President of HR. Responsibilities include managing calendars, coordinating meetings, and overseeing HR communications. The ideal candidate will have over 5 years of relevant experience, preferably in the GCC region, along with strong bilingual communication skills. This office-based role involves multitasking and requires proficiency with financial data and project management.

Qualifications

• 5+ years of experience in a similar role, preferably in the GCC region.
• Bilingual with high fluency in English; Arabic is a plus.
• Expertise in handling financial data and project tracking methodologies.

Responsibilities

• Manage calendar and travel arrangements for the SVP HR.
• Track attendance and manage HR department operational budget.
• Support preparation of HR department reports and presentations.

Skills

Bi-Lingual Communication Skills

Multitasking

Interpersonal Skills

Financial Data Handling

Project Management Principles

Education

Bachelor's Degree/Postgraduate

Tools

MS Office

Job description

• Responsible for coordination, Integration, and overall administration of all correspondence from the SVP HR office in a timely fashion with a high degree of accuracy e.g., email, phone, general correspondence - including deployment of a streamlined process/redirecting communications to other businesses as needed
• Responsible for managing the calendar with an optimized process for weekly schedule management (i.e. prioritizing critical meetings/appointments/engagements); coordination with relevant Internal departments, stakeholders, and external entities, and handling any travel arrangements
• Responsible for setting up meetings, travel, speaking engagements, and other appointments for the SVP with Internal and External stakeholders
• Should ensure the effectiveness of communication received and disseminated through HR communications across the organization and liaise with internal and external parties their intent to schedule a meeting with the SVP- HR or any HR Functions Units

Project Tracking and Coordination

• HR Department Objectives - Project Tracking and Coordination. Schedule meetings with SVP HR and HR Function Heads to ensure implementation of projects and follow up
• Department Budget – Monitor the HR department operational budget and aim towards savings
• Audit: Assist with HR audits and ensure that all necessary documents, including accurate information, are submitted to the auditors

HR Staff Management

• Attendance management: Track the daily Attendance of staff to ensure compliance, and submit monthly Attendance reports to the SVP HR
• Leave Management - Keep a record and schedule for the leaves for the year - ensuring that staff have utilized their leaves as per policy
• Trainings: Monitor and ensure that all HR Staff attend the recommended trainings as per their TNA

HR Reports and Preparation:

• Reports: Understand and support the preparation of all kinds of Department reports and submit as per timelines
• Presentations: Supervise the development and production of corporate presentations in line with brand guidelines to support projects and objectives related to SVP HR office with ahigh degree of detail check
• HR Communication:Handle the HR Announcementsin line with the directive and policy

HR Policies, Procedures, Process, Guidelines, Delegation of Authority, Handbook

• To have a clear understanding of all HR policies and processes, and follow the same
• Drive Compliance to Policies and Procedures by reviewing incoming documents, including but not limited to SharePoint and Oracle for approvals, ensuring compliance to policies and procedures

Ad hoc

• The role includes a significant amount of ad hoc project-based work to support the SVP HR and the department. This may include analyzing and investigating a wide range of HR related matters, preparing reports, and proposing recommendations
• Drive projects arising out of compliance-related areas to ensure the root cause is fixed and issues are not repeated
• Monitor the progress of value-add projects of the department, liaising closely with the SVP HR

Office Based Role

Formal Education

Bachelor's Degree/ Postgraduate preferred

Work Experience

• A minimum of 5 years’ experience in a similar role, preferably in the GCC region. Experience of working in and currently working in a well-known organization
• Worked in HR Department is an added advantage

Skills and Knowledge

• Excellent oral (Bi-Lingual with high fluency in written and spoken English, Arabic is a plus) and written communication skills and ability to professionally represent the offices
• Can work well and efficiently under pressure and has proven capacity to multitask/prioritize with no supervision
• Previous work experience in a leading/supervisory capacity, and a solid understanding of key principles of people management are required
• Strong interpersonal skills with the ability to build and maintain effective relationships with both internal and external stakeholders are a must
• Can handle personal sensitivities in a multicultural work environment; ability to use initiative and discretion to prevent undue complications and to handle challenging situations involving conflicts around personal sensitivities
• Experience of working with financial data and budgets, project tracking tools, document management methodologies, with an understanding of regulation/compliance is needed
• A solid understanding of the basic principles of good project.t management is a must; previous exposure to project management methodologies in a corporate setting is preferred
• Previous work experience in ME region is required; previous work experience in Dubai (or UAE at large) within other governmental / semi-governmental entities OR reputable multi-national corporations would be an advantage
• Knowledge and ability to work with all MS Office products
• Various levels and willingness to continuously acquire new competencies and accept new challenges
• Office Management/Administration/Project Management Training
• Certificate in Formal Training/Seminars as Executive Assistant or equivalent