Solutions21 is looking for a capable and highly organised Personal Assistant / Business Administrator to provide HR, Finance, Business Administration and Executive Support. The role requires someone hands-on and detail-oriented who can independently take ownership of day-to-day activities and follow them through to closure.
Reports to:CEO
Role purpose
Solutions21 is looking for a capable and highly organised Personal Assistant / Business Administrator to provide HR, Finance, Business Administration and Executive Support. The role requires someone hands-on and detail-oriented who can independently take ownership of day-to-day activities and follow them through to closure. We are looking for someone who is organized, proactive, comfortable wearing multiple hats, and actively looking for ways to simplify and improve how we work.
Key Responsibilities
- HR & People Administration
- Support recruitment, candidate coordination, interviews, offers and employee onboarding/offboarding.
- Maintain employee records, documentation, contracts, and renewals where necessary.
- Coordinate payroll inputs, reimbursements, employee requests and HR compliance/expiry tracking.
- Finance & Accounts Administration
- Client accounts: Coordinate customer invoices and supporting documents; track purchase orders, invoice submissions, outstanding payments and client follow-ups.
- Supplier/vendor accounts: Collect and verify bills, POs and supporting documents; coordinate approvals, payment follow-ups and vendor queries.
- Consolidate monthly expenses, staff reimbursements and accrual inputs; maintain accurate trackers and records.
- Support audits, transaction queries and reconciliations by retrieving and organising supporting documents; follow pending actions through to closure.
- Business & Office Administration
- Maintain complete client and vendor engagement records, with document checklists, approval trails, expiry dates and timely renewals.
- Coordinate company licences, insurance, contracts, subscriptions, procurement documentation and office requirements.
- Manage and respond through common company mailboxes (Careers, Info, Admin, Accounts, etc.), routing matters and following up to closure.
- Coordinate document archives; improve routine administrative processes.
- PA & Executive Support
- Provide administrative support to the CEO and senior management, including calendars, meetings, business travels, correspondence and presentations.
- Maintain action trackers, coordinate stakeholder follow-ups and handle confidential and ad hoc requirements independently.
- Basic IT Coordination
- Coordinate employee email account setup/changes, password reset requests and access removal with authorized IT administrators.
- Maintain IT asset inventory and track software subscriptions, license assignments and renewals; escalate technical issues to respective IT leads.
Must Have
- 3–5 years' relevant PA, executive support, HR or business administration experience; UAE experience preferred.
- Practical HR and finance administration experience, including invoices, POs, expenses and document controls.
- Strong Microsoft Office and English communication skills; organised, accurate, discreet and able to follow tasks through independently.
- Strong AI literacy, with practical experience using AI tools to improve productivity, automate routine tasks, streamline workflows and work more efficiently.
Nice to Have
- Experience with Zoho or similar ERP/accounting tools and shared mailbox administration.
- Experience in an IT/technology company; basic IT administration coordination knowledge.
