Personal Assistant to HRD

Role Purpose and Key Responsibilities

Role purpose:

To provide high-level executive, administrative, and operational support to the HR Director and the Human Resources Department. The role is responsible for ensuring efficient management of the HR Director's calendar, departmental activities, meetings, projects, travel arrangements, vendor payments, leave administration, and departmental engagements. The role acts as a key coordination point within the HR function, ensuring timely execution of action plans, smooth departmental operations, and effective communication across stakeholders.

Key Responsibilities:

Executive Support to HR Director

• Manage and coordinate the HR Director's calendar, appointments, meetings, and travel schedules.
• Screen, prioritize, and coordinate correspondence, meeting requests, and departmental communications.

• Ensure that HRD is well prepared for meetings
• Organize logistics and administrative support for internal and external meetings.

• Prepare presentations, reports, briefing materials, and other documentation as required.
• Document compilation and/or consolidation in line with various submission requirements

• Co-ordinate reports that may require input from all departments and is presented to the Executive

Departmental Events and Engagement

• Coordinate all HR departmental meetings, including weekly, monthly, quarterly, and strategy sessions.
• Develop and distribute meeting agendas in advance.
• Attend meetings and produce accurate minutes and action trackers.
• Monitor progress and follow up on agreed action items to ensure timely completion.
• Coordinate various employee engagement activities including:
• Team-building events
• Team lunches
• Departmental celebrations
• Birthday recognitions
• Marriage and special occasion acknowledgements
• Indoor and outdoor departmental activities

Travel, Ticketing and Expense Administration

• Coordinate local and international travel arrangements for the HR Director and HR leadership team.
• Facilitate flight bookings, accommodation, transportation, visas, and travel approvals.
• Manage travel expense claims and reimbursement processes.
• Support budget tracking and departmental expenditure monitoring.

Vendor and Financial Administration

• Coordinate and process departmental payments to vendors, contractors, and service providers.
• Ensure timely submission of invoices and payment documentation.

• Process reconciliations and payments within turnaround time
• Maintain records of contractual obligations and supplier engagements.

• Liaise with Finance and Procurement teams to ensure compliance with company procedures.

Leave and HR Administration

• Manage leave planning and tracking for the HR Department.
• Monitor leave balances and support workforce planning to ensure adequate departmental coverage.
• Maintain HR departmental records, schedules, and administrative documentation.
• Support onboarding logistics and administrative activities when required.

Communication and Stakeholder Management

• Serve as a central coordination point for departmental communication.
• Build effective relationships with internal stakeholders and external service providers.
• Ensure professionalism, confidentiality, and accuracy in all communications and records

Qualifications, Competencies, Knowledge and Experience

• Bachelor's Degree in Human Resources, Business Administration, Management, Public Administration, or a related field.
• Advanced Microsoft Office Suite proficiency (Word, Excel, PowerPoint, Outlook, Teams).
• Training in Executive Assistance, Office Management, or Project Coordination.
• Minimum of 3 years' experience in an Executive Assistant, Personal Assistant, Office Manager, or Administrative Coordinator role.
• Experience supporting senior executives or directors in a corporate environment.
• Experience coordinating departmental activities, events, and projects.
• Experience managing travel logistics, vendor payments, and expense administration.
• Previous experience within Human Resources or People Functions is highly desirable.
• Experience supporting senior executives or directors in a corporate environment.
• Experience coordinating departmental activities, events, and projects.
• Experience managing travel logistics, vendor payments, and expense administration. 
• Calendar and diary management
• Meeting administration and minute taking
• Excellent organizational and planning skills
• Strong attention to detail
• High level of confidentiality and integrity
• Strong interpersonal and stakeholder management skills
• Effective communication and presentation skills
• Ability to work independently with minimal supervision
• Proactive problem-solving and decision-making capability
• Strong multitasking and prioritization skills