HR Operations Specialist | Executive Office Support

We are looking for an experienced HR Operations Specialist to join our team in the United Arab Emirates. This full-time, in-office role combines comprehensive ownership of daily HR operations with direct executive office support to the C-suite. The successful candidate will ensure seamless execution of HR processes throughout the employee lifecycle while providing senior management with structured coordination, action tracking, documentation, and follow-up. This position is ideal for an HR professional seeking broader exposure to management operations, business processes, and executive coordination beyond transactional HR tasks. The role requires a proactive, self-directed individual who confidently engages with employees and senior leaders and drives outstanding matters to completion independently.

Key Responsibilities

HR Operations and Employee Lifecycle
- Coordinate recruitment activities including CV screening, candidate shortlisting, interview scheduling, and communication.
- Manage onboarding, induction, joining formalities, and related employee documentation.
- Oversee employment contracts, visa documentation, renewals, cancellations, medical insurance, and other employee formalities.
- Maintain accurate and up-to-date employee records covering contracts, attendance, leave, probation, and status changes.
- Ensure all HR documentation is properly filed, tracked, and easily retrievable according to internal procedures.
- Monitor expiry dates for contracts, visas, Emirates IDs, passports, and medical insurance, following up proactively.
- Coordinate monthly payroll and WPS inputs, including attendance, leave, deductions, reimbursements, and employee changes.
- Support probation confirmations, promotions, contract renewals, disciplinary documentation, employee exits, and final settlements.
- Manage performance review and appraisal cycles, ensuring timely completion.
- Assist in implementing and administering HR policies, procedures, and SOPs.
- Serve as the first point of contact for routine employee matters, coordinating resolution or escalation as needed.
- Support employee engagement initiatives, internal events, and company activities.
- Prepare HR reports, employee data, and management information as required.
- Maintain structured HR trackers, checklists, and records using Microsoft 365 and SharePoint.
- Identify gaps in HR processes and recommend practical improvements.

Executive Office and Management Support
- Provide daily structured support to the Chief Business Officer (CBO) and operational support to the Chief Operating and Technology Officer (COTO).
- Manage the CBO’s calendar, meetings, appointments, and priority commitments.
- Coordinate meetings with internal and external stakeholders.
- Prepare agendas, briefing notes, presentations, and supporting materials.
- Attend designated meetings and produce concise minutes capturing decisions, action items, responsible owners, and deadlines.
- Maintain management action trackers and proactively follow up on outstanding deliverables.
- Monitor deadlines and ensure agreed actions are completed.
- Prepare daily, weekly, and periodic management updates as required.
- Coordinate with department heads and senior stakeholders on behalf of the CBO and COTO where authorized.
- Support preparation of management reports, executive summaries, presentations, and correspondence.
- Keep management informed of key deadlines, pending matters, delays, and issues requiring escalation.
- Handle sensitive employee, executive, and business information with discretion and confidentiality.

Required Qualifications

Education and Experience
- Bachelor’s degree in Human Resources, Business Administration, Management, or a related field.
- 4 to 7 years of relevant experience in HR Operations, HR Generalist, HR Administration, Executive Support, Business Administration, or similar roles.
- Proven hands-on experience in recruitment, onboarding, employee records, attendance, payroll inputs, performance reviews, and employee exits.

Technical Skills
- Strong proficiency in Microsoft Excel, Word, PowerPoint, and Outlook.
- Experience maintaining trackers, reports, dashboards, and structured employee data.
- Excellent written and verbal communication skills in English.

Preferred Qualifications and Benefits
- Practical knowledge of UAE employment laws, WPS, visa processing, and employee documentation.
- Prior experience supporting senior management or C-suite executives.
- Background in financial services, professional services, consulting, or a comparable corporate environment.
- Familiarity with Microsoft 365 and SharePoint.

This role offers a broader scope than typical HR administration, providing direct exposure to HR operations, executive office coordination, management reporting, business processes, and organizational improvement. The successful candidate will play a central role in ensuring HR processes are executed accurately and on time, employee records remain organized and current, management actions are tracked to completion, critical deadlines are met, and employees receive timely, professional support.

Applications should be submitted via LinkedIn with an updated CV.