JOB DESCRIPTION
Executive Assistant, HR & Administration
Position Title Executive Assistant

Reporting ToManaging Director / Partner / Senior Management

Location Lake Town .Kolkata

Employment TypeFull-Time

Salary upto 4.2 lpa CTC

Role Overview
We are looking for a responsible, organised, and proactive professional to manage our office as an Executive Assistant to the Director . The person will work closely with senior management and will be responsible for managing schedules, coordinating meetings, following up on important tasks, supporting employee-related activities, and ensuring the smooth day-to-day administration of the office. This role requires strong communication skills, confidentiality, discipline, attention to detail, and the ability to manage multiple responsibilities efficiently.

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.
- Organise documents, files, agreements, proposals, and confidential records.
- Screen calls, emails, and meeting requests and prioritise 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 programmes, 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 licences, 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 organisation of meetings, conferences, training programmes, 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.

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 qualified 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.

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Working Hours
The role will follow the organisation's standard working hours. However, reasonable flexibility may be required based on management schedules, meetings, travel, events, or urgent business requirements.

📌 Executive Assistant To Director (Kolkata)
🏢 YOGINI TRADEX
📍 Kolkata