Job Description
Job Summary
The Personal Assistant (PA) to the HR Manager provides high-level administrative, organizational, and operational support to ensure the smooth running of the Human Resources department. The PA is responsible for managing schedules, maintaining confidential employee records, preparing HR documents, and supporting communication between the HR department and employees. The role requires exceptional organizational skills, professionalism, discretion, and the ability to multitask in a fast-paced environment.
Key Responsibilities
1. Administrative Support
* Manage the HR Manager’s calendar, appointments, and daily schedule.
* Organize meetings, and departmental events.
* Prepare meeting agendas and take accurate minutes.
* Draft, edit, and format HR documents, letters, reports, and presentations.
* Handle incoming emails, calls, and correspondence on behalf of the HR Manager.
* Organize travel arrangements when required.
* Maintain filing systems (digital and physical).
2. Employee Records Management
* Maintain confidential employee files.
* Update employee databases and HR systems.
* Process employment contracts and related documentation.
* Organize leave records and attendance documentation.
* Maintain probation and performance review schedules.
* Ensure all employee records remain accurate and up to date.
1. HR Documentation
* Prepare employment contracts.
* Draft offer letters.
* Prepare confirmation letters.
* Draft warning letters.
* Prepare promotion and transfer letters.
* Prepare termination documentation when required.
* Assist with HR reports and workforce statistics.
1. Communication & Coordination
* Serve as the first point of contact for HR inquiries.
* Coordinate communication between employees and the HR Manager.
* Follow up on pending HR actions.
* Send internal announcements and reminders.
* Coordinate meetings with department heads.
1. Onboarding & Offboarding Support
* Prepare onboarding documentation.
* Schedule induction sessions.
* Coordinate equipment requests for new hires.
* Ensure new employee documentation is completed.
* Support exit interviews and offboarding processes.
* Collect company property from departing employees.
1. Compliance & Confidentiality
* Handle confidential employee information with discretion.
* Ensure HR records comply with company policies.
* Assist in maintaining compliance with employment legislation.
* Support HR audits and documentation reviews.
1. Performance Management Support
* Schedule performance review meetings.
* Track appraisal deadlines.
* Prepare performance review documentation.
* Maintain performance records.
* Follow up on completed evaluations.
1. Training & Development Support
* Coordinate employee training sessions.
* Schedule internal and external training.
* Prepare training materials when required.
* Track employee training attendance.
* Maintain training records and certifications.
1. Office Coordination
* Order HR office supplies.
* Coordinate HR departmental meetings.
* Assist with planning employee engagement activities.
* Help organize staff welfare initiatives.
* Support company events and celebrations.
Requirements
Required Skills
* Excellent verbal and written communication skills.
* Strong organizational and time-management abilities.
* Exceptional attention to detail.
* Ability to maintain confidentiality.
* Professional telephone and email etiquette.
* Strong interpersonal skills.
* Ability to multitask and prioritize effectively.
* Problem-solving skills.
* Ability to work independently and within a team.
Technical Skills
* Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
* Google Workspace.
* Calendar and meeting scheduling tools.
* Document management systems.
* HR software or Applicant Tracking Systems (ATS) is an advantage.
* Microsoft Teams, Zoom, or Google Meet.
Qualifications
* Bachelor’s degree or HND in Human Resource Management, Business Administration, Office Administration, Management, or a related field.
* Additional certification in HR or Administration is an advantage.
Experience
* 1–3 years of experience as a Personal Assistant, Executive Assistant, Administrative Assistant, or HR Assistant.
* Experience supporting senior management is preferred.
* Experience in recruitment or human resources is an added advantage.
Personal Attributes
* Professional and trustworthy.
* Highly organized and proactive.
* Strong work ethic.
* Excellent judgment and discretion.
* Positive attitude.
* Adaptable and flexible.
* Strong attention to detail.
* Ability to work under pressure and meet deadlines.
* Customer-service oriented.
Key Performance Indicators (KPIs)
* Timely scheduling of interviews and meetings.
* Accuracy of HR documentation.
* Confidential handling of employee information.
* Timely response to HR correspondence.
* Efficient onboarding and offboarding coordination.
* Accuracy of employee records.
* Meeting and calendar management efficiency.
* HR Manager satisfaction with administrative support.
* Compliance with documentation standards.
* Timely completion of assigned administrative tasks.