Executive Assistant Human Resources and Government Relations

4 days ago

Riyadh, Ar Riyāḑ, Saudi Arabia Qureos Inc Full time

The purpose of your role is to give comprehensive business administration and management support to the Head of HR and GRO. The role is vital in ensuring the smooth coordination between the HR and GRO departments and the rest of the business (Operations, Finance, Company Wide and IT). The post holder will manage schedules, coordinate meetings, handle communications, and assist with cross-departmental tasks and projects. The Executive Assistant will act as a liaison between the HR department and other departments, as well as external partners, to facilitate effective communication and collaboration.

PRINCIPAL ACCOUNTABILITIES / KEY RESULT AREASADMINISTRATIVE SUPPORT :
  1. Manage and maintain the schedule of the Head of HR and GRO, including arranging internal meetings, stakeholder appointments, and travel and time-in-office itineraries.
  2. Prepare and edit correspondence, reports, presentations, and other documents as directed.
  3. Handle incoming calls, emails, and other communications and respond appropriately.
  4. Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
  5. Ensure meeting rooms are booked and set up appropriately.
  6. Manage the tasks and ad hoc team.
TASK ASSISTANCE :
  1. Assist with the planning and execution of HR tasks, projects and initiatives.
  2. Oversee the management and coordination of task progress (internal SLA) and provide updates to the Head of HR and GRO and the wider Executive Team.
HR SUPPORT :
  1. Oversee and manage the onboarding process for new employees, including preparing onboarding materials and coordinating orientation schedules.
  2. Maintain employee records and ensure data accuracy in HR systems.
  3. Prepare and disseminate HR communications, policies, and company updates.
  4. Ensure the HR department's compliance with confidentiality and data protection.
  5. Ensure the HR department's compliance with company policies and procedures including our quality assurance and continuous improvement practices.
  6. Maintain the HR department's internal filing system and ensure that records remain up to date and PDP law compliant.
  7. Back up essential data and information.
COLLABORATIVE WORKING :
  1. Support the head of HR and GRO in upskilling the HR department and wider business with technical knowledge of KSA labor laws and working practices.
  2. Support the Head of HR and GRO in ensuring that AEI Saudi stays up-to-date and aware of changes to compliance and legislative regulations.
  3. Support the Company's lessons-learned agenda and regularly attend lessons-learned meetings to share experiences for the wider benefit of the organisation.
  4. Collaborate with AEI's Finance Department on payroll, benefits, EoS, GOSI payments etc.
  5. Present at essential business meetings, including the Core Team Scrum and Team Brief.
MANAGEMENT RESPONSIBILITIES :
  1. Support the Head of HR and GRO with key HR staff line management.
  2. Deputise for Head of HR and GRO at management meetings, including the OMT, EC (by invite) and P&L Review.
  3. Support the Head of HR and GRO with the preparation of key management reports.
  4. Act as a point of internal and external escalation when tasks, projects and activities go out of tolerance.
OTHER DUTIES AND RESPONSIBILITIES :
  1. Manage office supplies and equipment for the HR department.
  2. Coordinate with Support Service for any office-related needs.
  3. Handle sensitive information with the utmost confidentiality and discretion.
  4. Schedule, plan and coordinate special events on behalf of the HR Department and for the wider business.
KNOWLEDGE AND EXPERIENCE :
  1. A bachelor's degree in business administration or human resources or a related field is preferred.
  2. Minimum of 3-5 years of experience in an administrative or executive assistant role, preferably within an HR department.
  3. Familiarity with HRS (Human Resources Systems) and other HR software.
  4. An understanding of KSA labor law.
  5. Experience of line managing staff.
  6. Experience of working in a "Western" environment and dealing with Western colleagues and clients is preferred.
SKILLS :
  1. Excellent written and oral English and Arabic.
  2. Excellent verbal and written communication skills.
  3. Ability to interact professionally with all levels of the organisation.
  4. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  5. Ability to anticipate needs and proactively address issues.
  6. Strong problem-solving skills and the ability to handle multiple tasks simultaneously.
  7. Strong organisational and time management skills with the ability to prioritise tasks effectively.
  8. Detail-oriented with a high level of accuracy in work.
  9. Ability to work independently and as part of a team.
  10. High level of integrity and professionalism.
KEY INTERFACES :

Internal : Head of HR and GRO, CEO, DCEO, Founding Director, Business Unit Managers, KAM, Senior KAM, HR Co-ordinators, HR team members, GRO team members, Finance and IT.
External : Government Ministries and entities, including the MSDHR, visa agents, embassies, and clients.

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