Executive Assistant - Group Hires (Dubai & Hong Kong)
Position Snapshot
Reporting directly to the Group Executive Team, you will spearhead a focused hiring programme across two growth hubs:
- Dubai - sourcing and onboarding high-performing Real Estate Agents.
- Hong Kong - attracting and hiring top-tier Recruitment Consultants.
The role blends hands-on talent acquisition with classic executive-assistant duties: calendar ownership, board-level reporting, and cross-timezone coordination. Success means both offices hit their head-count targets on time, on budget, and fully compliant with local labour regulations.
Key Responsibilities
AreaWhat You'll DoTalent Pipeline Management• Build and maintain target-candidate pipelines for each location (˜30 agents/year in Dubai, ˜20 consultants/year in HK).
- Run full-cycle recruitment: job-ad drafting, sourcing, screening, coordinating interviews, reference checks, offer management.
- Own the ATS (Greenhouse/Workable) and produce weekly funnel analytics for the exec team.Executive Support• Manage C-suite calendars for all hiring-related interviews, de-briefs and partner meetings.
- Prepare concise hiring dashboards and slide decks for board and investor updates.
- Draft offer letters, employment contracts and relocation packs for executive sign-off.Market & Compliance Intelligence• Monitor UAE brokerage licensing rules (RERA) and HK Employment Ordinance changes; flag any impact on hiring or onboarding.
- Benchmark compensation structures for agents and consultants, advising on competitiveness.Onboarding & Employee Experience• Coordinate visa/work-permit processes (Dubai) and HKID/MPF enrolment (Hong Kong).
- Liaise with Facilities and IT to ensure day-one readiness (desks, log-ins, commission systems).Process Improvement• Map and document the end-to-end hiring workflow; implement SLA tracking.
- Recommend tech or vendor upgrades (e.g. video-interview platforms, psychometrics).
Required Qualifications & Experience
- 3-5 years in an Executive Assistant, Talent Acquisition Coordinator, or HR Project-Officer role.
- Proven track record filling sales-driven positions (Real Estate, Recruitment, Financial Brokerage, etc.).
- Familiarity with UAE labour laws and/or Hong Kong employment regulations is a strong plus.
- ATS proficiency (Greenhouse, Workable, Lever or similar) and solid Excel/Google Sheets skills.
- Excellent written and verbal English; conversational Cantonese or Mandarin advantageous.
- Ability to travel up to 15 % of the time between Dubai, Hong Kong and occasional HQ meetings.
Key Skills & Competencies
- Time-Zone Mastery - comfortable coordinating interviews and exec touchpoints across GMT +4 and GMT +8.
- Stakeholder Management - confidence interacting daily with C-suite, team leads and external partners.
- Data-Driven Mind-set - habitually tracks pipeline KPIs (time-to-hire, cost-per-hire, source quality) and course-corrects early.
- Cultural Agility - understands incentives and etiquette unique to Dubai real-estate talent and Hong Kong recruitment specialists.
- Discretion & Compliance - handles sensitive compensation and personal-data documents with utmost confidentiality.
KPI Targets (first 12 months)
- Time-to-Hire
- Dubai agents = 45 days; HK consultants = 40 days.
- Offer Acceptance Rate = 85 %.
- New-Hire Retention (6 months) = 90 %.
- Implement and document standardised hiring process across both offices by Month 4.
- Monthly hiring-health dashboards delivered 100 % on schedule.
What We Offer
- Competitive base salary plus performance bonus tied to hiring KPIs.
- Medical insurance, annual flight allowance, and region-wide professional-development budget.
- Exposure to board-level decision making and a direct seat at the table during rapid international expansion.