Executive Assistant Human Resources and Government Relations- AEI Saudi

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 AREAS

ADMINISTRATIVE 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.

 Handle incoming calls, emails, and other communications (emails and letters) and

respond appropriately.

 Organize and coordinate meetings, including preparing agendas, taking minutes, and

following up on action items.

 Ensure meeting rooms are booked and set up appropriately.

 Manage the tasks and ad hoc team.

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

o onboarding process for new employees, including preparing onboarding materials

and coordinating orientation schedules.

o maintenance of employee records and ensure data accuracy in HR systems.

o preparation and dissemination of HR communications, policies, and company

updates.

o HR department's compliance with confidentiality and data protection.

o HR department’s compliance with company policies and procedures including our

quality assurance and continuous improvement practices.

o HR department’s internal filing system and ensure that records remain up to date

and PDP law compliant.

o Back up of essential data and information.

COLLABORATIVE WORKING :

 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.

 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 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 and coordinate special events on behalf of the HR Department and for

wider business.

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 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.

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.

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.