Executive Assistant & Administration Manager

We are looking for a highly organised, proactive and responsible professional to work directly with the Founder & CEO, managing executive assistance, business coordination, office administration and HR operations.

This is a hands-on role for someone who can independently manage administrative responsibilities, coordinate with employees and management, follow up on commitments and ensure that day-to-day business activities run smoothly.

• Executive Assistance to CEO
  • Manage the CEO's calendar, appointments, meetings and business travel arrangements.
  • Coordinate internal and external meetings with clients, partners, employees and stakeholders.
  • Prepare meeting agendas, presentations, briefing notes and meeting minutes.
  • Maintain a tracker of key decisions, action items, deadlines and follow-ups.
  • Follow up with respective stakeholders to ensure agreed actions are completed.
  • Handle confidential correspondence, documentation and executive records.
  • Assist with personal and business-related administrative requirements of the CEO, where required.
  2. Business Operations & Coordination
  • Coordinate daily operational activities across different teams and business functions.
  • Maintain employee task trackers, departmental updates and management action logs.
  • Follow up with department heads and employees on pending deliverables, deadlines and commitments.
  • Organise weekly management meetings and maintain action and decision trackers.
  • Collect weekly updates from Sales, Delivery, Finance and other departments.
  • Assist in preparing weekly operational dashboards and management reports.
  • Coordinate resource allocation, employee availability, leave schedules and internal requirements.
  • Track important business deadlines, contract renewals, project documentation and administrative deliverables.
  • Identify pending activities and proactively escalate delays or operational issues to the CEO.
  3. HR Operations & Employee Administration
  • Coordinate the end-to-end recruitment process, including job postings, candidate screening, interview scheduling and offer coordination.
  • Manage employee onboarding, documentation, induction and exit formalities.
  • Maintain employee records, employment documents, leave records and attendance.
  • Coordinate payroll inputs, salary information, employee reimbursements and expense records with the Finance team.
  • Coordinate employee medical insurance enrolment, renewals, additions and cancellations.
  • Maintain employee databases, organisation charts and HR trackers.
  • Assist in preparing HR policies, employee handbooks, internal announcements and standard operating procedures.
  • Coordinate employee engagement activities, performance review schedules and probation assessments.
  • Maintain records of warnings, disciplinary documentation and employee correspondence, as authorised.
  4. UAE Labour Law & Compliance Coordination The candidate should have practical working knowledge of UAE employment processes and basic exposure to UAE Labour Law.

Responsibilities include

• Understanding the basic provisions of UAE Labour Law, including Federal Decree-Law No. 33 of 2021 and its amendments.
• Coordinating employment contracts, offer letters, amendments and employee documentation.
• Maintaining records of probation periods, notice periods, annual leave, sick leave, public holidays and other employee entitlements.
• Assisting with leave balance calculations, final settlements and end-of-service benefit calculations.
• Coordinating employee visa processing, renewals, cancellations, work permits and Emirates ID formalities through the relevant PRO or authorised service provider.
• Supporting compliance with applicable free-zone employment procedures and authority requirements.
• Maintaining employee compliance calendars and tracking expiry dates for visas, passports, insurance and employment documentation.
• Coordinating documentation and information required for labour complaints, inspections and employment-related matters.
• Escalating complex employment disputes, legal questions and compliance risks to management or external legal advisers.

5. Office Administration & Vendor Management

• Manage office administration, supplies, facilities and general workplace requirements.
• Coordinate with landlords, building management, service providers and vendors.
• Maintain vendor records, quotations, purchase requests and renewal schedules.
• Coordinate office expenses, petty cash and administrative payments with Finance.
• Maintain company records, trade licences, insurance documents and important corporate documentation.
• Coordinate travel bookings, accommodation, event registrations and business logistics.
• Ensure proper filing and organisation of physical and digital records.

6. Reporting & Management Support

• Prepare weekly reports covering employee status, recruitment, HR activities, pending actions and administrative matters.
• Maintain a centralised tracker of management decisions, employee commitments and operational deadlines.
• Assist in maintaining dashboards and reports using Excel, Google Sheets or other business tools.
• Ensure management receives timely updates on outstanding matters.
• Support the implementation of internal processes, checklists and standard operating procedures.

Candidate Profile Experience

• 5–8 years of relevant experience in Executive Assistance, Business Administration, HR Operations or Office Management.
• Previous experience supporting a Founder, CEO, Managing Director or senior management team is strongly preferred.
• Experience working in a technology, consulting, professional services or SME environment will be an advantage.
• Practical UAE HR administration and employment-process exposure is required.

Education

• Bachelor's degree in Business Administration, Human Resources, Management or a related discipline.
• MBA or HR qualification would be an advantage.

Technical Skills

• Strong MS Office skills, particularly Excel, Word and PowerPoint.
• Familiarity with HRMS platforms, payroll coordination and employee management systems.
• Experience with CRM systems such as Salesforce is an advantage.
• Strong documentation, reporting and presentation skills.

Knowledge of UAE Employment Processes The candidate should be familiar with:

• UAE Labour Law and employment documentation.
• Employment contracts, probation, notice periods and termination procedures.
• Leave management and end-of-service benefits.
• Work permits, employment visas and renewals.
• Medical insurance administration.
• Free-zone employment procedures and coordination with relevant authorities.

Essential Competencies

• Highly organised, detail-oriented and dependable.
• Excellent verbal and written communication skills.
• Ability to manage multiple responsibilities independently.
• Strong follow-up and coordination skills.
• Comfortable communicating with senior management and employees at all levels.
• Discretion when handling confidential company, financial and employee information.
• Proactive problem-solving approach.
• Ability to work in a fast-paced, growing company where processes are continuously evolving.
• Strong ownership mindset: should not wait for repeated instructions to complete assigned responsibilities.

Key Performance Indicators (KPIs)

1. CEO calendar, meeting and travel management accuracy.
2. Timely completion and follow-up of management action items.
3. Accuracy and completeness of employee records and HR documentation.
4. Timely coordination of recruitment, onboarding and employee exits.
5. Compliance tracking for visas, contracts, insurance and employee documentation.
6. Timely submission of weekly management and operational reports.
7. Timely resolution or escalation of administrative and operational issues.
8. Effective coordination with employees, vendors and external service providers.

What Success Looks Like Within the first 90 days, the successful candidate should:

• Establish a structured CEO office and calendar management process.
• Organise centralised employee and HR records.
• Establish trackers for employee documentation, visas, insurance and contract renewals.
• Implement a central management action tracker.
• Establish a weekly reporting and follow-up routine.
• Take ownership of routine administrative and coordination responsibilities, significantly reducing the CEO's day-to-day administrative workload.