About the Role
Salary: Competitive
As the HR / Admin Assistant, you will assume a pivotal role in overseeing all AIENAI staff across our diverse cluster points. Your responsibilities encompass both strategic and operational functions within the HR / Admin department. Key areas of focus include recruitment, payroll administration, benefits management, policy enforcement, and fostering a positive and inclusive organizational culture.
This role is remote first but you may be required to come into office on occasion as necessary for events or workshops (will not be frequent).
CORE RESPONSIBILITIES
The scope of the job is categorised into 3 major nodes:
AIENAI (Parent company)
Collaborate with the team to ensure the integration of AIENAI culture/principles into all aspects of work conduct.
Enhance the employee lifecycle and improve the efficiency of human resources processes through development and implementation.
Participate in meetings, attentively listening, and subsequently following up with team members on action points, including the dissemination of meeting minutes.
Conduct regular performance evaluations for all staff members to assess professionalism and functionality, generating performance indices accordingly.
Documenting and updating all relevant activities on the AIENAI Notion page.
Scheduling, nudging and assisting (where possible) team members with their deliverables
Receive and address staff grievances, escalating issues to management when necessary for resolution.
Promote staff engagement in Learning and Development (LnL) sessions to foster team learning and professional growth.
Support recruitment endeavors by crafting job advertisements, screening resumes, and coordinating interview sessions..
Facilitate the onboarding process for new hires, ensuring a seamless integration into the company's ethos and learning environment.
Maintain meticulous records of staff participation in training initiatives.
Regularly update staff and management on matters such as annual Leave entitlements, sickness absences, and other pertinent information to ensure efficient leave administration and mitigate excessive leave accumulations.
Ensure compliance with labor laws by accurately processing statutory deductions.
Execute monthly payroll processing in adherence to Company policies.
Send out internal and external correspondences
Issue reminders to team members prior to meetings and oversee attendance to ensure staff presence.
AIENAI Academy
Draft detailed correspondences on behalf of the Academy, ensuring clarity and accuracy in all communications with mentees.
Provide valuable assistance to TCs throughout cohort cycles, addressing any queries or challenges they encounter.
Draft temporary employment contracts for Academy graduates, adhering to legal requirements and organizational policies.
Drafting and editing documentation such as contracts and NDAs to support with onboarding mentees for internships or paid contracts.
External Stakeholders
Collaborate with external payroll processing companies to ensure the accurate and timely processing of monthly payroll for all staff.
Maintain regular communication with the company accountant regarding statutory deductions and any finance-related matters.
JOB REQUIREMENTS
Behavioural/Cultural Requirements
Curious mindset
Patient in teaching/guiding
Solution-oriented mindset
A habit of consensus building
Passionate about brand identity
Approachable and dependable persona
Empathetic and effective communication
‘Netizen’ thinking (internet comfortability)
Enthusiastic about giving and receiving feedback
Open to building Team chemistry and participation
Knowledge/Skill Requirements
Excellent verbal communication skills
Attention to detail and ability to multitask
Proven experience in marketing and sales, preferably in a UX or technology-related industry.
Extensive experience with CRM tools, particularly HubSpot.
Experience working in a remote or distributed team environment.
Excellent communication and interpersonal skills.
Strong problem-solving abilities and a proactive approach to addressing customer needs.
Familiarity with mobile app support and user engagement strategies.
Education/Experience Requirements
BSc degree in Marketing, Business or any relevant field
Proven experience in marketing & sales, preferably in a UX or technology-related industry.
How do you know you're doing a good job (Key Performance Indicators)
Having an “always-on” presence
Diplomatic management of sensitive situations and persons
Stronger alignment in values and behaviours across the team
Communicating in a clear, lighthearted, and transparent manner
Assistance that leads to reduction in team errors and turnaround time on tasks
Effective strategies deployed for business operations and performance
Completion of Payroll and submissions of payroll summary latest by 26th of every month
Up-to-date organized personnel files
100% adherence to workplace and staff policies
Full compliance with all regulatory and statutory requirements for AIENAI
Disciplined and motivated workforce
Comprehensive workplace and staff policies
Up-to-date record of activities and evaluation of staff performance
Knowledge/Skills Required
Attention to detail and ability to multitask
Good stakeholder management and emotional intelligence
Knowledge of relevant tools such as Hootsuite, Google analytics or similar
Experience of supporting implementation of change programmes across the employee lifecycle
Knowledge with experience of implementing best practice solutions to drive a high performance culture
Excellent verbal and written communication skills
Excellent organisational skills
Analytical and goal-oriented with demonstrable experience with people metrics
Ability to handle confidential information with discretion.
Knowledge of employment laws and regulations.
A proactive and adaptable approach to HR challenges
Excellent attention to detail
A keen interest in UX is an added advantage
Behavioural/Cultural Requirements
Curious mindset
Patient in teaching/guiding
A habit of consensus building
Approachable and enjoyable persona
Empathetic and effective communication
‘Netizen’ thinking (internet comfortability)
Enthusiastic about giving and receiving feedback
Enthusiastic and proactive towards community activities
Enthusiastic about finding and solving community members’ challenges
Education/Experience
BSc degree in Human Resource Management or relevant field
Proven work experience in Human Resource or Administration
COMPANY VALUES
We're in this together: We foster collaboration and teamwork to create a supportive and inclusive environment where everyone's contributions are desired, respected, and valued
Step up and stand out: We rise to the occasion when there's something to be done, and also embrace opportunities to develop ourselves by surmounting challenges.
Giving more than a damn: We love what we do but more so, who we are as human beings. We are deeply passionate about the projects we work on as much as the people we work with
Sensitivity towards the user: Our clients are our 'users', just as their clients are theirs'. We put ourselves in the shoes of both, empathising at all times to deliver "Aha!" solutions
Pushing beyond the mark: It’s not enough that we guaranty user satisfaction, but that we also ensure business goals are always delivered, surpassing client expectations
Create enjoyable experiences: We ensure our process is exhaustive but not exhausting because we realise our clients and users are human beings,
not just business entities.