We are looking for a proactive, highly organized, and dependable Executive Assistant & HR Coordinator to work directly with the Founder & CEO.
This is primarily an Executive Assistant and business coordination role. The selected candidate will support the Founder in managing daily priorities, meetings, follow-ups, documentation, internal coordination, external communication, and the execution of various business initiatives.
The position will also include limited HR responsibilities such as recruitment coordination, employee documentation, attendance management, onboarding, and maintaining employee records.
The ideal candidate should possess strong communication skills, excellent follow-up ability, sound judgment, and the confidence to coordinate with employees, clients, vendors, consultants, and other stakeholders on behalf of the Founder.
Key Responsibilities:
Executive Assistance
- Manage the Founder & CEO’s calendar, appointments, meetings, reminders, and daily schedule.
- Organize and prioritize tasks based on urgency and business requirements.
- Coordinate meetings, prepare agendas, record minutes, and circulate action points.
- Follow up with employees, consultants, vendors, and other stakeholders on assigned tasks.
- Ensure that decisions and instructions given during meetings are implemented within the prescribed timelines.
- Draft and review emails, letters, reports, presentations, proposals, and other business correspondence.
- Manage travel arrangements, including flights, hotels, local transportation, and itineraries.
- Screen and organize communications, documents, and information requiring the Founder’s attention.
- Maintain confidential business, employee, client, and financial information with complete discretion.
- Anticipate requirements and proactively remind the Founder about deadlines, meetings, commitments, and pending decisions.
Business and Project Coordination
- Act as a central coordination point between the Founder and different teams, projects, and business functions.
- Maintain trackers for ongoing assignments, projects, meetings, and action items.
- Monitor pending tasks and regularly follow up until completion.
- Assist in coordinating new business initiatives, internal projects, partnerships, and operational improvements.
- Coordinate with lawyers, Chartered Accountants, consultants, banks, vendors, government departments, and external agencies whenever required.
- Collect information from different teams and prepare consolidated updates for the Founder.
- Assist with business research, data collection, market analysis, and preparation of management reports.
- Coordinate the preparation and collection of documents for contracts, registrations, licences, tenders, audits, and business requirements.
- Support the preparation and implementation of Standard Operating Procedures and internal processes.
- Identify delays, gaps, or coordination issues and bring them to the Founder’s attention promptly.
Administration
- Support the smooth functioning of day-to-day office and administrative activities.
- Coordinate with vendors, service providers, landlords, and maintenance agencies.
- Maintain records of office assets, equipment, supplies, subscriptions, and important documents.
- Organize internal meetings, events, employee activities, and management reviews.
- Maintain structured physical and digital filing systems.
- Prepare weekly and monthly updates regarding pending tasks, administration, and business coordination.
- Ensure that important agreements, licences, registrations, and documents are properly recorded and renewed on time.
HR Coordination
- Coordinate end-to-end recruitment, including job posting, candidate screening, interview scheduling, selection follow-up, and onboarding.
- Prepare offer letters, appointment letters, confirmation letters, experience letters, and other employee documents.
- Maintain employee records, attendance, leave details, and relevant HR databases.
- Coordinate employee induction and joining formalities.
- Assist in payroll preparation by providing verified attendance and leave records.
- Maintain employee files and ensure that required documents are properly collected.
- Support performance review, employee engagement, and training activities whenever required.
- Coordinate employee concerns and administrative requirements with the Founder or concerned reporting manager.
- Ensure confidentiality while handling employee-related information.
Required Skills:
- Executive assistance
- Calendar and schedule management
- Business and project coordination
- Strong follow-up and task-tracking ability
- Meeting coordination and minute-taking
- Business correspondence and email drafting
- Documentation and record management
- Microsoft Word, Excel, PowerPoint, and Outlook
- Google Workspace, including Gmail, Calendar, Drive, Docs, and Sheets
- MIS reporting and preparation of management updates
- Travel planning and coordination
- Stakeholder and vendor coordination
- Recruitment and employee onboarding
- HR documentation and attendance management
- Strong verbal and written communication
- Time management and prioritization
- Multitasking and problem-solving
- Confidentiality and professional judgment
- Attention to detail
- Ability to learn and use digital, automation, and AI-based productivity tools
Qualifications:
- Bachelor’s degree in Business Administration, Management, Human Resources, Commerce, or a related field.
- MBA or PGDM will be preferred but is not mandatory.
- 1–4 years of experience as an Executive Assistant, Personal Assistant, Business Coordinator, Administrative Executive, HR Coordinator, or in a similar role.
- Prior experience working directly with a Founder, Director, senior management professional, or business owner will be preferred.
Preferred Attributes:
- Proactive and execution-focused approach.
- High sense of ownership and accountability.
- Strong follow-up skills with the ability to take tasks to closure.
- Ability to work independently with minimal supervision.
- Mature and professional communication style.
- Ability to handle multiple priorities in a fast-paced environment.
- Strong interpersonal and relationship-management skills.
- Willingness to take on varied responsibilities depending on business requirements.
- Ability to maintain confidentiality and exercise sound judgment.
- Comfortable working closely with the Founder and coordinating across different teams and functions.
- Willingness to learn new tools, processes, and business areas.
Key Performance Indicators:
- Timely completion and follow-up of tasks assigned by the Founder.
- Accuracy and effectiveness of calendar and meeting management.
- Quality and timeliness of business correspondence and documentation.
- Timely coordination and closure of internal and external action items.
- Accuracy of project trackers, reports, and management updates.
- Effectiveness of communication between the Founder and stakeholders.
- Timely closure of recruitment requirements.
- Accuracy of employee documentation, attendance, and HR records.
- Smooth functioning of administrative and coordination activities.
- Ability to proactively identify pending matters, delays, and upcoming deadlines.
Nature of the Role:
This is not a conventional or purely HR-focused position. The majority of the role will involve executive assistance, business coordination, follow-ups, documentation, administration, project tracking, and direct support to the Founder & CEO.
HR responsibilities will form a smaller part of the role and will primarily include recruitment coordination, onboarding, employee documentation, attendance management, and maintenance of employee records.
Why Join Us?
- Opportunity to work directly with the Founder & CEO.
- Exposure to business operations, management, administration, HR, and strategic initiatives.
- Opportunity to coordinate diverse projects and gain practical experience across multiple business functions.
- High learning potential and direct involvement in business execution and decision-making.
- Scope for professional growth as the organization expands.
- Dynamic and entrepreneurial work environment.
Pay: ₹300,000.00 - ₹500,000.00 per year
Benefits:
- Cell phone reimbursement
- Paid sick time
Work Location: In person
