Personal Assistant / Business Administrator

Solutions21 FZCO; Dubai; On-site; AED 90,000 - 120,000; Full time

Job summary

Solutions21 is seeking a capable Personal Assistant / Business Administrator to provide HR, finance, business administration and executive support. The role requires hands-on, detail-oriented individuals who can own day-to-day activities and see them through to closure.

UAE experience preferred. You will report to the CEO, manage calendars, coordinate recruitment, invoices, POs, expenses, documents, licenses, insurance, procurement and office requirements, and support IT coordination where

Qualifications

• 3–5 years' PA, executive support or HR/admin experience; UAE experience preferred.
• Practical HR and finance administration experience, including invoices, POs, expenses and document controls.
• Strong Microsoft Office skills and excellent English communication; able to work independently.
• Strong AI literacy with using AI tools to improve productivity.

Responsibilities

• Provide HR, finance, admin and executive support to CEO and senior management.
• Coordinate recruitment, onboarding, contracts and renewals.
• Manage payroll inputs, expenses, and audits with organised records.
• Maintain licenses, insurance, procurement and office documentation.
• Coordinate calendars, travel and presentations; handle confidential tasks.
• Coordinate IT-related admin and asset inventory.

Skills

PA experience

Executive support

HR administration

Finance administration

Office software

AI literacy

Tools

Zoho

MS Office

Job description

Solutions21 is looking for a capable and highly organised Personal Assistant / Business Administrator to provide HR, Finance, Business Administration and Executive Support. The role requires someone hands-on and detail-oriented who can independently take ownership of day-to-day activities and follow them through to closure.

Reports to:CEO

Role purpose

Solutions21 is looking for a capable and highly organised Personal Assistant / Business Administrator to provide HR, Finance, Business Administration and Executive Support. The role requires someone hands-on and detail-oriented who can independently take ownership of day-to-day activities and follow them through to closure. We are looking for someone who is organized, proactive, comfortable wearing multiple hats, and actively looking for ways to simplify and improve how we work.

Key Responsibilities

• HR & People Administration
• Support recruitment, candidate coordination, interviews, offers and employee onboarding/offboarding.
• Maintain employee records, documentation, contracts, and renewals where necessary.
• Coordinate payroll inputs, reimbursements, employee requests and HR compliance/expiry tracking.
• Finance & Accounts Administration
• Client accounts: Coordinate customer invoices and supporting documents; track purchase orders, invoice submissions, outstanding payments and client follow-ups.
• Supplier/vendor accounts: Collect and verify bills, POs and supporting documents; coordinate approvals, payment follow-ups and vendor queries.
• Consolidate monthly expenses, staff reimbursements and accrual inputs; maintain accurate trackers and records.
• Support audits, transaction queries and reconciliations by retrieving and organising supporting documents; follow pending actions through to closure.
• Business & Office Administration
• Maintain complete client and vendor engagement records, with document checklists, approval trails, expiry dates and timely renewals.
• Coordinate company licences, insurance, contracts, subscriptions, procurement documentation and office requirements.
• Manage and respond through common company mailboxes (Careers, Info, Admin, Accounts, etc.), routing matters and following up to closure.
• Coordinate document archives; improve routine administrative processes.
• PA & Executive Support
• Provide administrative support to the CEO and senior management, including calendars, meetings, business travels, correspondence and presentations.
• Maintain action trackers, coordinate stakeholder follow-ups and handle confidential and ad hoc requirements independently.
• Basic IT Coordination
• Coordinate employee email account setup/changes, password reset requests and access removal with authorized IT administrators.
• Maintain IT asset inventory and track software subscriptions, license assignments and renewals; escal…

Must Have

• 3–5 years' relevant PA, executive support, HR or business administration experience; UAE experience preferred.
• Practical HR and finance administration experience, including invoices, POs, expenses and document controls.
• Strong Microsoft Office and English communication skills; organised, accurate, discreet and able to follow tasks through independently.
• Strong AI literacy, with practical experience using AI tools to improve productivity, automate routine tasks, streamline workflows and work more efficiently.

Nice to Have

• Experience with Zoho or similar ERP/accounting tools and shared mailbox administration.
• Experience in an IT/technology company; basic IT administration coordination knowledge.