Executive Assistant

About This Role

Job Summary:
The Executive Assistant will provide comprehensive administrative and operational support to the HR Consultancy team. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities efficiently. The position will play a key role in ensuring smooth communication between clients, candidates, and recruitment partners, while maintaining accurate records and supporting end-to-end recruitment processes.

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

Work Location: In person