HR Operations Specialist | Executive Office Support

Location: United Arab Emirates

Work Arrangement: Full-time, in-office

Role Purpose

We are seeking an experienced HR Operations Specialist to join our team in the UAE. This is a hands-on operational role combining full ownership of day-to-day HR operations with direct executive office support to the C Suite.

The successful candidate will ensure that HR processes run accurately and on schedule across the entire employee lifecycle, while simultaneously providing senior management with structured coordination, action tracking, documentation and follow-through.

The position will suit an HR professional seeking broader exposure to management operations, business processes and executive coordination, rather than a purely transactional HR remit. It requires a self-directed individual who takes ownership of outcomes, engages confidently with employees and senior leadership alike, and pursues outstanding matters to completion without prompting.

Key Responsibilities

1. HR Operations and Employee Lifecycle

Recruitment and Onboarding

Coordinate recruitment activity, including CV screening, candidate shortlisting, interview scheduling and candidate communication.

Manage onboarding, induction, joining formalities and the associated employee documentation.

Employee Records and Documentation

Coordinate employment contracts, visa documentation, renewals, cancellations, medical insurance and related employee formalities.

Maintain accurate, complete and current employee records covering contracts, attendance, leave, probation and employee status changes.

Ensure all required HR documentation is correctly filed, tracked and readily retrievable in line with internal procedures.

Monitor expiry dates across employment contracts, visas, Emirates IDs, passports and medical insurance, and follow up proactively on outstanding items.

Payroll Administration

Coordinate monthly payroll and WPS inputs, including attendance, leave, deductions, reimbursements and employee changes.

Employee Lifecycle Events

Support probation confirmations, promotions, contract renewals, disciplinary documentation, employee exits and final settlement records.

Coordinate performance review and appraisal cycles, ensuring completion within agreed timelines.

Policy, Employee Support and Reporting

Support the implementation and administration of HR policies, procedures and SOPs.

Act as first point of contact for routine employee matters, coordinating appropriate resolution or escalation.

Support employee engagement initiatives,



internal events and company activities.

Prepare HR reports, employee data and management information as required.

Maintain structured HR trackers, checklists and records using Microsoft 365 and SharePoint.

Identify gaps in existing HR processes and recommend practical improvements.

2. Executive Office and Management Support

Executive Coordination

Provide structured daily support to the CBO and defined operational support to the COTO.

Manage the CBO's calendar, meetings, appointments and priority commitments.

Coordinate meetings with internal and external stakeholders.

Prepare agendas, briefing notes, presentations and supporting materials.

Action and Deadline Management

Attend designated meetings and produce concise minutes capturing decisions, action items, responsible owners and deadlines.

Maintain management action trackers and follow up proactively on outstanding deliverables.

Monitor deadlines and ensure agreed actions are carried through to completion.

Reporting and Stakeholder Liaison

Prepare daily, weekly and periodic management updates as required.

Coordinate with department heads and senior stakeholders on behalf of the CBO and COTO, where authorised.

Support the preparation of management reports, executive summaries, presentations and correspondence.

Keep management informed of key deadlines, pending matters, delays and issues requiring escalation.

Handle sensitive employee, executive and business information with a high standard of discretion and confidentiality.

Candidate Requirements

Education and Experience

Bachelor's degree in Human Resources, Business Administration, Management or a related discipline.

4 to 7 years of relevant qualified experience in HR Operations, HR Generalist, HR Administration,

Executive Support, Business Administration or a comparable role.

Demonstrated hands-on experience across recruitment, onboarding, employee records, attendance, payroll inputs, performance reviews and employee exits.

Technical Skills

Strong working knowledge of Microsoft Excel, Word, PowerPoint and Outlook.

Proven experience maintaining trackers, reports, dashboards and structured employee data.





Excellent written and verbal communication skills in English.

Preferred

Practical working knowledge of UAE employment practices, WPS, visa processing and employee documentation.

Prior experience supporting senior management or C-suite executives.

Background in financial services, professional services, consulting or a comparable corporate environment.

Familiarity with Microsoft 365 and SharePoint.

Key Competencies

Ownership: Takes responsibility for tasks from initiation through to completion without requiring continuous supervision.

Organisation: Manages multiple employees, deadlines, meetings, documents and competing priorities without losing track of detail.

Attention to Detail: Maintains accuracy and consistency across employee records, payroll, contracts, reports and correspondence.

Proactivity: Anticipates requirements, follows up independently, and ensures outstanding matters are not overlooked.

Confidence: Communicates professionally with employees, department heads and senior management, including following up where commitments are overdue.

Judgment: Distinguishes reliably between matters to resolve independently and matters requiring escalation.

Process Discipline: Adheres to established procedures while identifying practical opportunities to strengthen them.

Confidentiality: Handles sensitive employee, executive and commercial information responsibly and with appropriate discretion.

Professional Maturity: Operates confidently alongside senior management while exercising sound judgment and professionalism.

Adaptability: Performs effectively within a growing organisation where responsibilities and priorities continue to evolve.

What the Role Offers

This position carries materially broader scope than conventional HR administration. The successful candidate will gain direct exposure to HR operations, executive office coordination, management reporting, business processes and organisational improvement, working in close proximity to senior leadership.

The role holder will be central to ensuring that:

HR processes are executed accurately and on time

Employee records and documentation remain organised and current

Management actions are tracked through to completion

Critical deadlines are met

Employees receive timely, professional support

Operational issues are identified and escalated appropriately

How to Apply

Applications should be submitted via LinkedIn with an updated CV.

or email: [email protected].

📌 HR Operations Specialist | Executive Office Support (Dubai, UAE) (Pune)
🏢 Graystone Capital
📍 Pune