Executive Assistant/Global HR Assistant

Job Title: Executive Assistant/HR Assistant

Location: Dubai, GCC (hybrid working)

Reports To: Co-Founder & Co-Chief Executive Officer, HR Manager & Operations Director

Department: Operations Team

Contract Type: Full-time, Permanent

Salary Range: 6,000-8,000 AED per month (depending on experience)

ABOUT US

Bacchus is a creative agency offering public relations, production, and social media services to inspirational brands across the breadth of the luxury lifestyle sector. Female-founded and headquartered in London, the agency has offices in New York City, Miami, and the GCC, with a global network of partners.

THE ROLE

We are looking for an enthusiastic and proactive Executive Assistant/HR Assistant to join our dynamic global agency. In this role, you will play a key part in supporting our Co-Founder & Co-Chief Executive officer and Global HR Manager across a wide range of functions. This is a great opportunity to collaborate with our global offices in the US and UK, gaining valuable international experience.

KEY RESPONSIBILITIES

Personal Assistant Duties

• Manage personal administration for Co-Founder & Co-Chief Executive Officer, including scheduling medical appointments
• Oversee and coordinate her children’s schedule, when applicable
• Coordinate personal errands, including home requirements
• Organise comprehensive travel arrangements, bookings and create travel schedules
• Manage Co-Founders expenses and provide receipts to the finance team in a timely and clear manner.

Diary & Communication Management

• Maintain full diary management and act as a primary point of contact for client and team liaison
• Schedule meetings and calls across multiple platforms, including Zoom, Microsoft Teams, and Google Meet
• Manage all formal invitations and guest correspondence for Co-Founder & Co-Chief Executive Officer.

Office Administration & Operations

• Oversee day-to-day office functions, including procurement of supplies and equipment maintenance
• Collaborate closely with the Operations and HR teams on administrative processes.
• Coordinate facilities management, including maintenance and safety assessments (FRA, PAT Testing) where applicable
• Ensure the general office environment and storage areas are maintained to a high standard.

HR Support

• Provide day-to-day administrative support to the Global HR Manager across a range of HR admin functions
• Lead on GGC & KSA visa applications, including owning the AXS portal. Knowledge and experience on the AXS portal and government bodies is essential for the role
• Assist with global visa applications and right-to-work checks
• Support the performance review process by scheduling key dates, sending reminders, and keeping records up to date
• Support the onboarding and off-boarding processes, including documentation and systems setup
• Manage the GCC/KSA recruitment inbox and coordinate interview scheduling.

Benefits

• 25 days of annual leave plus agreed state holidays
• We give you one additional day of holiday entitlement per year served, capped at five days
• Annual flight ticket home to your country of passport issue or alternative flight budget - after one year of employment
• Premium private medical insurance
• 10% commission on any fees introduced to the company
• Remote working for 10 days over the summer