JOB DESCRIPTION
Position Title: People Operations & Executive Coordinator
Issued By: Aeonn Ark Pvt Ltd
Reporting To: Executive Director – Strategy and Founder (Primary); Executive Director – Operations (Secondary);
Location: Coimbatore (Head Office)
Employment Type: Full-time
About the Role
We’re seeking a high-discipline, high-trust Executive Coordinator – HR & Admin to support Aeonn Ark’s leadership team. This hybrid role spans Executive Assistant duties (calendars, meetings, documentation), HR coordination (hiring, onboarding, offer rollout), and Operations admin (trackers, logistics, team rituals). You’ll partner directly with the Executive Directors and Founder, interfacing with hiring managers across our real estate, hospitality, coworking, and AI ventures.
Key Responsibilities
1. Executive & Calendar Management
- Manage daily calendars, calls, internal reviews, and meeting logistics for EDs and Founder
- Track follow-ups; prep agendas and send daily briefing summaries
- Coordinate travel, event invites, guest meetings, and block time for strategic priorities
- Capture meeting notes; circulate clear action items and status updates
2. HR & Hiring Coordination
- Partner with recruiters, platforms, and vertical heads to maintain the hiring pipeline
- Schedule interviews; communicate with candidates; maintain interview tracker
- Collect candidate documents; manage trial periods; record feedback
- Prepare offer letters; execute onboarding checklists; provision access
- Maintain employee master file, org chart, and team directories in SharePoint
3. Documentation, SOPs & Tracker Management
- Maintain internal documentation (contracts, receipts, review trackers, asset logs)
- Own core trackers: hiring funnel, onboarding, probation, exits, performance snapshots
- Assist internal decks for hiring reviews, monthly performance, and OKR audits
- Create templates for recurring processes (hiring SOP, onboarding, meeting checklists)
4. Admin & Office Coordination
- Oversee daily office needs: stationery, printer, biometric, internet, pantry, and access
- Coordinate with site admins on asset movement, housekeeping, courier dispatch, and vendor visits
- Maintain logs of incoming/outgoing items, visitor registers, and meeting-room bookings
- Assist ED Operations with procurement: quotes, comparisons, approvals, and vendor liaison
Qualifications & Experience
- Experience: 2–4 years in Executive Assistant, HR coordination, or operations admin roles
- Technical: Proficiency in Google Workspace, MS Office (Excel, Word, PowerPoint), and SharePoint
- Communication: Excellent English (written and spoken)
- Behavioral: Strong follow-up discipline, calendar management, and documentation hygiene
- Confidentiality: Comfortable handling sensitive leadership information
- Coordination: Proven ability to collaborate across multiple verticals
Core Competencies
- Discretion & Integrity: Uphold confidentiality and trust
- Organization & Detail: Manage complex schedules and documentation
- Proactivity: Anticipate needs and initiate follow-ups
- Communication: Clear, concise coordination with stakeholders
- Adaptability: Thrive in a fast-scaling, multi-venture environment
Pay: ₹30,000.00 - ₹40,000.00 per month
Benefits:
- Cell phone reimbursement
- Paid sick time
- Provident Fund
Work Location: In person
