HR & General Office Assistant/ Executive Assistant to Directors

Job description / Role

HR & General Office Assistant/ Executive Assistant to Directors - British Company

We are looking for a positive, bright and professional person to join our team as an HR & General Office Assistant/ Executive Assistant to Directors in our offices in JLT, Dubai.

We are a growing company with 40 staff currently that plan to grow to 60+ within the next few months so it’s an exciting time to join and be part of it.

EXTRA INFO:
February start date
Working hours: 9am – 6pm Sunday to Thursday

JOB RESPONSIBILITIES

HR and Visa Duties:
- Maintain employee confidence and protect operations by keeping all information confidential
- Oversee all paper work for current and new employees
- Maintain up to date details for everyone regularly checking expiry dates and ensuring each employee has complete and up to date information
- Manage all staff attendance records
- Monitor all staff annual leave requests/ tracker/allowance/ approvals
- Maintain a good quality service and friendliness to all staff always
- Printing induction packs/ handbooks for when employees start
- Submission of all documents to DMCC for visa applications
- Maintain an easy tracking list for any DMCC inspections to pass to them
- Prepare payroll spreadsheet each month
- Arrange typing, medical tests and other similar items
- Maintain good relationships with medical insurance company

General Office Administration:
- Greet all visitors to the office and asses their needs including gatekeeping
- Setting up new laptops, mouse, keyboard, laptop stand and stationery etc for new starters
- Setting up emails on phones
- Business card management for Sales team including new starters/ reorders
- Managing office stationery – computer equipment, stands, extension cables, penpots, notebooks, batteries, lightbulbs, bin liners, washing up soap etc
- Leavers computer shut down, all information stored, passwords changed and move email address to existing staff to be monitored & pack desk away
- Courier and international deliveries
- Managing company Linked In profiles
- Update company profile monthly
- Update the Team list of current staff on the company’s website
- Supplier rate negotiation and researching best companies to use
- Occasional travel/ meeting rooms booking
- Maintaining kitchen/ cleaning supplies
- Manage the cleaning staff
- Represent the company with embassies/ ministries/ service providers/ utilities
- Maintain and update the office team photo wall to keep it fresh and new
- Regularly changing passwords to maintain confidentiality
- New starters furniture planning & set up
- Organise office bills
- Organising licence renewal and all required company documents/ keep an exact schedule of deadlines to ensure enough time to organise
- Arranging regular staff outings/ staff birthdays,

Executive Assistant to Directors:
- Personal admin support to management
- Occasional help with outside of work items ie bills
- Delivering or collecting personal documents/ items
- Renewal of family/ maid visas if required
- Handling special projects

SALARY:
3,500 – 5,000 AED per month total salary package (depending on experience levels)

Requirements

It is a very fast paced role where you will be very busy, so being organized, with excellent computer skills and a positive, happy and fun attitude will be essential.

The ability to be pro-active and find work to do is essential, not always relying on instructions and direction, but able to take your own initiative and suggest new challenges for you to take on always with the goal of making the business better internally and externally.

- Open to all nationalities in UAE now
- Female only
- 2+ years in HR/ Office Admin/ PA roles is essential
- Must have experience in organising staff paperwork and visa issuance
- Available to start in Feb 2016
- Great personality and excited to join a FUN office and amazing team of people!

About the Company

British Company with an expanding office in Dubai.