Executive Assistant

Job Summary

Key Responsibilities

• Manage and coordinate executive calendars, meetings, interviews, and appointments.
• Handle professional email correspondence with clients, candidates, and recruitment partners in a timely manner.
• Conduct regular follow-ups with candidates and agencies regarding interview schedules, documentation, onboarding, and status updates.
• Maintain and update candidate databases, client records, and recruitment trackers with accuracy and confidentiality.
• Prepare, review, and organize recruitment documentation, including CVs, agreements, offer letters, and onboarding documents.
• Assist in sourcing coordination by liaising with recruitment agencies and job portals.
• Monitor recruitment pipelines and ensure timely progression of candidates through each stage.
• Support in drafting client proposals, service agreements, and business correspondence.
• Ensure proper filing (digital and physical) of all HR and recruitment-related documents in compliance with UAE data protection practices.
• Coordinate visa processing documentation, medical status follow-ups, and onboarding requirements with relevant stakeholders.
• Track invoices, payments, and service charges in coordination with the finance team.
• Prepare periodic reports on recruitment status, candidate pipelines, and client activities.
• Assist in organizing meetings, presentations, and client visits.
• Maintain strict confidentiality of sensitive business and candidate information.
• Support continuous improvement of internal processes and administrative systems.

Qualifications & Requirements

• Bachelor’s degree in Human Resources, Business Administration, or a related field.
• Minimum 2–4 years of experience in an administrative or HR support role, preferably within a recruitment or consultancy environment.
• Strong proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Excellent written and verbal communication skills in English.
• High level of organizational and time management skills.
• Ability to handle multiple tasks under pressure and meet deadlines.
• Familiarity with UAE labour procedures and recruitment processes is an advantage.

Key Competencies

• Attention to detail and accuracy
• Professional communication and interpersonal skills
• Confidentiality and integrity
• Problem-solving and coordination ability
• Proactive and self-motivated approach

Working Conditions

• Standard office-based role with occasional requirement to coordinate beyond working hours depending on recruitment timelines.
• Pay: AED4,000.00 - AED5,000.00 per month