Admin Assistant / People & Culture Executive

To provide efficient executive and administrative support to the CEO while supporting the People & Culture function in delivering a well-organized, employee-focused workplace. The role combines executive coordination, office administration, employee engagement, HR operations support, and document management to ensure smooth day-to-day operations and a positive employee experience. 1. Office Management • Oversee daily office operations to ensure an organized, professional, and well-maintained working environment. • Supervise and coordinate cleaning staff, ensuring office cleanliness and hygiene standards are maintained. • Monitor office supplies, stationery, and consumables, including inventory management, replenishment, and procurement coordination. • Coordinate office maintenance, repairs, and facility-related requests with the relevant teams and service providers. • Manage the issuance, tracking, and retrieval of employee access cards in coordination with the relevant departments. • Address day-to-day administrative requirements and provide operational support as needed. • Undertake additional administrative responsibilities as they arise. 2. People & Culture Support 2.1 Employee Engagement & Experience • Support the planning, coordination, and execution of employee engagement initiatives, internal events, recognition programs, and cultural activities. • Coordinate employee communications and logistical arrangements related to engagement initiatives. • Support initiatives aimed at strengthening employee experience, collaboration, and workplace culture. • Gather employee feedback and assist in tracking participation and engagement outcomes. 2.2 Employee Relations • Serve as an initial point of contact for routine employee inquiries and People & Culture-related requests. • Support the coordination and follow-up of employee concerns, requests, and workplace matters, escalating sensitive issues when necessary. • Assist in maintaining positive employee relations through timely communication, responsiveness, and consistent follow-up. • Ensure employee matters are handled professionally and confidentially. 2.3 HR Administration & Documentation • Assist in preparing and issuing employee letters, certificates, and standard HR correspondence, subject to the required approvals. • Maintain accurate and organized employee documentation and records. • Oversee the structure, organization, and upkeep of the HR Shared Folder, ensuring documents are properly categorized, named, updated, and archived. • Support document control practices, including version management, filing, retrieval, and confidentiality. • Coordinate with the People & Culture team to ensure employee records and documentation remain complete and accessible to authorized personnel. 2.4 Payroll & Benefits Coordination • Provide administrative support for monthly payroll preparation, including collecting, organizing, and verifying relevant payroll inputs. • Assist in following up on payroll-related inquiries, discrepancies, and required documentation in coordination with the responsible team. • Follow up on employee medical insurance matters, including enrollment, renewals, additions, deletions, and employee inquiries. • Coordinate with insurance providers, brokers, and internal stakeholders to ensure timely processing of insurance-related requests. • Maintain appropriate records and follow up on pending benefits-related matters. 2.5 Employee Uniform Management • Manage and maintain employee uniform inventory, including stock availability, issuance, and replenishment. • Coordinate uniform requirements for new and existing employees. • Maintain accurate records of uniform distribution and stock movement. • Liaise with suppliers and relevant departments regarding uniform orders and deliveries. 3. General Responsibilities • Ensure timely follow-up and completion of assigned tasks across both administrative and People & Culture functions. • Maintain a high standard of professionalism, confidentiality, accuracy, and responsiveness. • Coordinate effectively with internal departments, external service providers, and employees. • Identify opportunities to improve administrative processes, documentation practices, and employee services. • Support additional People & Culture and executive office initiatives as required. 4. Key Performance Expectations Performance will be assessed based on: • Office Operations: Consistent office readiness, availability of supplies, and timely resolution of maintenance requests. • Employee Engagement: Effective coordination and execution of planned engagement initiatives. • HR Documentation: Accuracy, completeness, organization, and accessibility of HR records and shared folders. • Payroll & Benefits Support: Timely submission of inputs and follow-up on payroll and medical insurance matters. • Employee Services: Responsiveness, professionalism, and timely resolution or escalation of employee requests. • Inventory Control: Accurate tracking and effective management of uniforms and administrative supplies. 5. Role Boundaries & Accountability The position is responsible for coordination, execution, administrative support, and follow-up within its assigned scope. Final approvals and decisions relating to payroll, employee relations, HR policies, financial commitments, and contractual matters remain with the designated management or authorized department heads. The role is expected to work closely with the CEO, People & Culture team, Finance, IT, and other departments to ensure efficient operations and a consistent employee experience. • Bachelor's Degree • Arabic Speaker • Mandatory Office Management & HR Generalist Experience