Administrative Assistant - UAE Experiience Preferred Luxe Getaways Holiday Homes LLC

ABOUT THE ROLE We are seeking a highly organized and experienced Personal Assistant to coordinate and administer the group’s human resources operations. The ideal candidate will have 2-3 years of experience working in Executive Support, Office, and/or Personal Administration. DUTIES & RESPONSIBILITIES:

Office & Operations Management:

• Oversee daily human resources operations, ensuring smooth workflow and efficiency. 

• Supervise and delegate tasks to office assistants, ensuring productivity and adherence to company policies. 

• Maintain office supplies, equipment, and overall office infrastructure. 

• Ensure compliance with health and safety regulations in the workplace. 

• Coordinate onboarding and offboarding tasks during the employee life cycle. 

• Provide timely information and assistance to all colleagues regarding policies and procedures in the workplace.  

• Prepare offer letters and issue regrets to candidates not selected during the recruitment cycle.  

• Maintain attendance records of different departments and assist in monthly payroll activity.  

• Coordinate and block office meetings and interviews with candidates.  

• Processing invoices and ensuring timely payments to vendors, in relation to overall office and human resource requirements.  

• Prepare employee census information for the medical insurance renewal and other related documents required in the process. 

• To coordinate the medical insurance additions and deletions in a timely manner.  

• Assisting with filing and ensuring auditory/legal compliance in all areas of human resources. 

• Assist in maintaining overall Human Resources documentation and filing. 

• To be able to respond to employee queries during the day.  

• Assist in any HR projects where support is required. 

Trade License Renewals & Legal Compliance: 

• This role requires a strong understanding of trade license renewals for both Freezone and Mainland entities in Dubai. 

• Handle trade license renewals for Freezone and Mainland businesses, ensuring timely renewals and compliance with UAE regulations. 

• Coordinate with government authorities. Provide legal assistance to the functional/department head. 

• Ensure the legal issues are recognized, understood and provide strategic legal advice to the team / senior management.  

• Assist the organization in compliance with respect to government guidelines and norms.  

• Maintain updated records of company documents, visas, and other contracts. 

• Provide legal assistance to the functional/department head. 

• Ensure the legal issues are recognized, understood and provide strategic legal advice to the team / senior management 

• Assist the organization in compliance with respect to government guidelines and norms.

HR & Admin Support: 

• Support management in policy implementation. 

• Handle management of personal staff admin requests, including household staff coordination, bill payments, and other personal administrative tasks.  

• Manage petty cash, office expenses, and vendor payments. 

Travel & Hospitality Management: 

• Assistant in travel bookings, flight reservations, hotel accommodation, and transportation for C-Level staff. 

• Coordinate with travel agencies and service providers to ensure smooth travel experiences. 

• Manage visa applications and travel-related documentation for senior executives. 

Communication & Coordination: 

• Act as a point of contact between management, staff, and external stakeholders. 

• Ensure smooth coordination between different departments for operational efficiency. 

• Manage confidential business documents and communications with discretion. 

• Additionally, the role involves handling courier bookings, office access cards, management’s personal staff admin requests, and travel arrangements for senior management.