Executive Assistant Human Resources and Government Relations

Job title:
Executive Assistant Human Resources and Government Relations

Function:
Human Resources and Government Relationship Office

Reports to (title):
Head of Human Resources (HR) and Government Relationship Office (GRO)

Date:
August 2024

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 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.
Administration support:

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.

Prepare and edit correspondence, reports, presentations, and other documents as directed.

Respond appropriately by handling incoming calls, emails, and other communications.

Organise and coordinate meetings, including agendas, minutes, and follow-ups.

Ensure meeting rooms are booked and set up appropriately.

Task assistance:

Assist with the planning and execution of HR tasks, projects and initiatives.

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:

Oversee and manage the:

Manage new employee onboarding, including materials and orientation schedules.

Maintain employee records and ensure data accuracy in HR systems.

Preparation and dissemination of HR communications, policies, and company updates.

HR department's compliance with confidentiality and data protection.

HR department’s compliance with company policies and procedures, including our quality assurance and continuous improvement practices.

HR department’s internal filing system and ensure that records remain current & PDP law compliant.

Back up of essential data and information.

Collaborative working:

Assist the head of HR and GRO in upskilling the team with KSA labour laws and practices.

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.

Support the Company’s lessons-learned agenda and regularly attend lessons-learned meetings so that experiences can be shared for the wider benefit of the organisation.

Collaborate with AEI’s Finance Department on payroll, benefits, EoS, GOSI payments etc.

Presenting at essential business meetings, including the Core Team Scrum and Team Brief.

Management and responsibilities:

Supporting the Head of HR and GRO with key HR staff line management.

Deputising for Head of HR and GRO at management meetings, including the OMT, EC (by invite) and P&L Review

Supporting the Head of HR and GRO with the preparation of key management reports

Acting as a point of internal and external escalation when tasks, projects and activities go out of tolerance.

Other duties and responsibilities:

Manage office supplies and equipment for the HR department.

Coordinate with Support Service for any office-related needs.

Handle sensitive information with the utmost confidentiality and discretion.

Schedule, plan
Skills:

Excellent written and oral English and Arabic

Excellent verbal and written communication skills.

Ability to interact professionally with all levels of the organisation.

Excellent customer service skills

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Ability to anticipate needs and proactively address issues.

Strong problem-solving skills and the ability to handle multiple tasks simultaneously.

Strong organisational and time management skills with the ability to prioritise tasks effectively.

Detail-oriented with a high level of accuracy in work.

Ability to work independently and as part of a team.

High level of integrity and professionalism.

Knowledge and Experience:

A bachelor's degree in business administration or human resources or a related field is preferred.

Minimum of 3-5 years of experience in an administrative or executive assistant role, preferably within an HR department.

Familiarity with HRS (Human Resources Systems) and other HR software.

A deep understanding of KSA labor law.

Experience of line managing staff.

Experience of working in a “Western” environment and experience dealing with Western colleagues and clients is preferred.

Knowledge of research skills and processes is a distinct advantage

Experience international business and working within a Western work culture a distinct advantage
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: RGovernment Ministries and entities, including the MSDHR, visa agents, embassies, and clients.
To apply for this position, please email your CV to jobs@aeisaudi.com by 08/09/2024

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