Supports a director and senior management with calendar, meetings, travel, communications, documents, confidential information, and task tracking. Coordinates recruitment, onboarding, employee records, payroll inputs, HR letters, performance processes, and employee queries. Manages office administration, vendors, supplies, assets, expenses, travel logistics, maintenance, events, inventory, and records. Requires strong organization, communication, discretion, follow-through, digital-tool proficiency, and 4–7 years of relevant experience.
Key Responsibilities: -
1. Executive Assistant Responsibilities
Manage the calendar, appointments, meetings, and travel schedules of senior management.
Coordinate internal and external meetings and ensure timely communication with all participants.
Prepare meeting agendas, presentations, reports, minutes of meetings, and action-point trackers.
Follow up with employees, clients, vendors, and other stakeholders on behalf of management.
Maintain a structured tracker of tasks, commitments, deadlines, and pending matters.
Draft and review emails, letters, WhatsApp messages, notices, and other official communication.
Organize documents, files, agreements, proposals, and confidential records.
Screen calls, emails, and meeting requests and prioritize them appropriately.
Coordinate with different departments to ensure timely completion of management instructions.
Assist management in preparing reports, business updates, MIS, and review meeting documents.
Handle confidential business and personal information with complete discretion.
2. Human Resource Responsibilities
Support in the recruitment process, including job postings, candidate screening, interview coordination, and offer documentation.
Maintain employee records, appointment letters, agreements, KYC documents, and personnel files.
Coordinate employee onboarding, induction, confirmation, transfer, and exit formalities.
Maintain attendance, leave records, holiday lists, and employee databases.
Coordinate with the accounts or payroll team for monthly salary processing inputs.
Monitor probation periods, confirmations, appraisals, and contract renewals.
Assist in drafting and implementing HR policies, standard operating procedures, and employee guidelines.
Coordinate employee engagement activities, training programs, meetings, and performance reviews.
Handle routine employee queries and escalate sensitive matters to management.
Issue HR letters, including appointment, confirmation, warning, increment, experience, and relieving letters.
Track employee performance, reporting structure, job descriptions, and departmental responsibilities.
Support disciplinary proceedings and maintain proper documentation in consultation with management.
Ensure confidentiality of employee information and HR records.
3. Administration Responsibilities
Manage the day-to-day functioning of the office and ensure smooth administrative operations.
Coordinate with vendors for office supplies, housekeeping, maintenance, stationery, printing, courier, and other services.
Maintain records of office assets, laptops, mobile phones, software licenses, access cards, and other equipment.
Monitor office expenses, vendor bills, subscriptions, renewals, and service contracts.
Coordinate travel bookings, hotel arrangements, local transport, and event logistics.
Manage office inventory and ensure timely procurement of required materials.
Maintain visitor records, meeting room schedules, and office access arrangements.
Coordinate repair and maintenance of office infrastructure and equipment.
Support the organization of meetings, conferences, training programs, and company events.
Ensure proper filing, documentation, and record management.
Coordinate with branch offices, consultants, service providers, and external agencies.
Assist in implementing administrative controls and process improvements.
Requirements
Required Qualification:-
Graduate in any discipline from a recognized university.
Preference will be given to candidates with an MBA, PGDM, or postgraduate qualification in Human Resources, Administration, Management, or a related field.
Good working knowledge of Microsoft Office, Google Workspace, email, calendar management, and online meeting platforms is essential.
Familiarity with HRMS, CRM, project management, accounting, or business applications such as Zoho will be an added advantage.
Required Experience: -
Minimum 4 to 7 years of relevant work experience in Executive Assistance, HR Coordination, Office Administration, or a combined role.
At least 2 years of experience working directly with senior management, directors, partners, or business owners is preferred.
Experience in a professional services firm, consulting company, CA firm, IT company, or growing SME will be an advantage.
Candidates should have prior experience in managing confidential information, employee coordination, recruitment, documentation, and office administration.
Required Skills and Competencies:-
Excellent written and verbal communication skills.
Strong organizational and time-management ability.
Ability to priorities tasks and handle multiple responsibilities.
High level of professionalism, integrity, and confidentiality.
Strong follow-up and coordination skills.
Good drafting and documentation skills.
Ability to work independently with minimal supervision.
Strong attention to detail and accuracy.
Practical problem-solving and decision-making ability.
Ability to interact professionally with employees, clients, vendors, and senior management.
Comfortable using digital tools, cloud applications, spreadsheets, and task-management systems.
Ability to work under pressure and manage urgent requirements.
Benefits
As per industry
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