Administrative/HR Assistant

We are seeking a highly organized, proactive, and professional Admin/HR Assistant to provide comprehensive administrative and operational support to the Administration Manager / Head of Administration. The ideal candidate will ensure the smooth day-to-day functioning of the Administration Department while supporting office operations, HR administration, travel coordination, facilities management, vendor coordination, events, and executive support. Key Responsibilities Administrative & Executive Support • Provide administrative and operational support to the Administration Manager and senior leadership. • Manage calendars, appointments, meetings, travel schedules, and business correspondence. • Prepare reports, presentations, meeting agendas, minutes, and follow up on action items. • Maintain confidential records, filing systems, and documentation. • Coordinate with internal departments and external stakeholders to ensure timely task completion. • Support special projects and continuously improve administrative processes. Office Administration • Ensure the smooth daily operation of the office. • Monitor office supplies, equipment, and inventory. • Coordinate office maintenance, repairs, and facility services. • Assist in implementing office procedures and administrative systems. HR Administration • Coordinate interviews and communicate with candidates. • Support employee onboarding and maintain HR records. • Assist with visa processing, employee documentation, attendance, leave records, and payroll-related documentation. • Prepare employment letters, contracts, and HR correspondence. • Coordinate employee training and ensure compliance with company policies and labor regulations. Travel & Event Coordination • Arrange business travel, including flights, hotels, transportation, visas, and itineraries. • Maintain travel records and ensure cost-effective travel arrangements. • Support the planning and execution of company meetings, conferences, exhibitions, and employee engagement events. Vendor & Facilities Management • Coordinate with vendors, suppliers, contractors, and service providers. • Obtain quotations and assist with procurement activities. • Support office renovation, relocation, and facility improvement projects. • Monitor vendor performance and service quality. Records & Reporting • Maintain accurate administrative, HR, attendance, leave, and travel records. • Prepare reports and maintain administrative databases. • Ensure confidentiality and accuracy of all documentation. Qualifications & Experience • Bachelor's degree in Business Administration, Management, or a related discipline. • 8–10 years of experience in administration, executive support, office management, or a similar role. • Proven experience supporting senior management. • Strong organizational, multitasking, and time-management skills. • Excellent written and verbal communication skills in English. • Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook). • Experience with travel coordination, visa processing, and itinerary management. • Knowledge of HR administration, including onboarding, employee records, leave management, and documentation. • Experience in vendor management, procurement, facilities coordination, and corporate events is an advantage. • Ability to work independently, prioritize multiple tasks, and maintain confidentiality in a fast-paced environment. Preferred Candidates • Immediate joiners or candidates available to join within 15 days. • Candidates currently based in the UAE will be preferred. You may also register your profile through our website and apply here: https://www.nadia-me.com/job/details/532 Show more Show less

Bachelor's degree in Business Administration, Management, or a related discipline. 8–10 years of experience in administration, executive support, office management, or a similar role. Proven experience supporting senior management. Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook). Experience with travel coordination, visa processing, and itinerary management. Knowledge of HR administration, including onboarding, employee records, leave management, and documentation. Experience in vendor management, procurement, facilities coordination, and corporate events is an advantage.