HR Personal Assistant Specialist

Job Title HR Personal Assistant Specialist
Division Human Resource
Report To Chief Human Resource Officer (CHRO)
Main Job Purpose:
The primary objective of this role is to provide high-level administrative and operational support to the Chief
Human Resources Officer (CHRO), ensuring efficient coordination of HR governance, projects, and
compliance activities. This role facilitates the CHRO’s strategic focus by managing schedules, preparing HR
documentation, and supporting communication with internal and external stakeholders.
Duties & Responsibilities:
1. Manage the CHRO’s calendar, meetings, and travel logistics using digital tools to ensure accurate
scheduling and smooth coordination of HR priorities.
2. Prepare and format HR reports, presentations, and correspondence to provide clear, professional
information for decision-making and stakeholder communication.
3. Coordinate documentation and logistics for HR governance meetings (e.g., talent reviews, policy
updates) to ensure timely and organized execution of HR oversight activities.
4. Track deadlines and deliverables for HR projects and compliance submissions to ensure timely
completion and alignment with organizational standards.
5. Assist in virtual and in-person meetings by preparing agendas, documenting minutes, and following
up on action items to ensure meetings are productive and decisions are implemented promptly.
6. Support the CHRO during meetings and negotiations by providing necessary materials and
information to enable informed discussions and successful outcomes.
7. Handle confidential HR information with discretion and ensure compliance with data protection
protocols to safeguard sensitive company data and maintain trust.
8. Facilitate effective communication with employees, partners, and external consultants to keep
stakeholders aligned and engaged.
9. Arrange logistics for HR events and meetings, including catering for in-person sessions and
organizing virtual setups to create a seamless experience for participants.
10. Act as the first point of contact for HR-related inquiries to provide timely and accurate responses
that enhance service quality.
11. Support employee relations activities by managing documentation, assisting with case tracking, and
ensuring timely resolution of issues.
12. Collaborate with the Total Rewards team to provide administrative support for compensation and
benefits processes, ensuring accuracy and confidentiality.
Behavioral Competencies:
1. Communication: Effectively conveys information, ideas, and instructions clearly and concisely.
Adapts communication style to suit different audiences and ensures mutual understanding.
2. Collaboration: Works cooperatively with others across teams and departments. Shares knowledge,
supports team goals, and contributes to a positive and inclusive work environment.
3. Problem Solving: Identifies issues, analyzes root causes, and develops practical solutions. Applies
logical thinking and creativity to overcome challenges.
4. Analytical Skills: Collects and interprets data to identify trends, evaluate options, and support
informed decision-making. Demonstrates attention to detail and critical thinking.
5. Proactivity & Initiative Taking: Anticipates potential challenges or opportunities and takes action
ahead of time.
6. Planning & Organization: The ability to effectively plan, prioritize, and organize tasks, schedules, and
resources to support executives or teams, ensuring smooth daily operations and timely execution of
responsibilities.
7. Getting Things Done: Demonstrates initiative and follow-through to complete tasks efficiently and
effectively. Manages time and resources to meet deadlines and deliver results
Technical Competencies:
1. HR Awareness: Basic understanding of HR practices and terminology relevant to the industry. This
could include knowledge of the company’s HR policies, employee relations, and key HR metrics.
2. Office Productivity Tools: Skilled in Microsoft Office (Excel, Word, PowerPoint, Outlook) for
document creation, data handling, and communication.
3. Digital Communication Tools: Proficient in using platforms like Microsoft Teams and Zoom for
efficient coordination and communication.
4. Project Management Tools: Familiarity with project management tools could be beneficial for
assisting with managing the CHRO’s pipeline of HR initiatives and projects.
5. Document Management: Maintains organized, secure, and accessible financial records in line with
audit and compliance standards.
6. Data Confidentiality: Applies secure data handling practices to protect sensitive financial
information.
Qualifications:
Education
A bachelor’s degree in secretarial, Business Administration, Human Resources, Public
Relations, or a related field.
Experience 0-1 years of experience as an executive secretary or similar administrative role.
Certificates HR-related or office productivity certificates are preferred.
Language Fluency in English and Arabic (written & spoken).