Job Role: Executive Assistant, Administration & HR

Location: Mumbai, India

Work Mode: Full-time | On-site

Working Hours: US Shift (8:00pm - 5:00pm)

Experience: 4–8 years

Department: Human Resources & Administration

Reports To: VP – HR / Leadership Team

About The Company

Inhabitr Inc. is an AI Technology and furniture B2B company transforming design and purchasing of furnishing in commercial real estate, including hospitality, residential, multi-family and student housing markets. Its mission is to make it easier and more affordable for people to furnish their hotels and apartment buildings using technology and global sourcing. They offer a wide range of high-quality furniture options, including casegoods, sofas, chairs, beds, dining sets, and lighting among others.

In addition, Inhabitr coordinates delivery and installation of furniture. Visit us at www.inhabitr.ai to learn more.

About the Role:

We are looking for a highly organized, proactive, and detail-oriented Executive Assistant, Administration & Generalist HR professional to support senior leadership while managing key administrative and HR operations for our business.

The ideal candidate will be comfortable working in a fast-paced, global environment and will have strong experience in executive support, US HR coordination, employee lifecycle management, documentation, compliance, and office administration.

Key Responsibilities

Leadership Support

- Provide high-level administrative and executive support to senior leadership.
- Manage calendars, meetings, appointments, and travel schedules.
- Coordinate internal and external meetings across multiple time zones.
- Prepare meeting agendas, presentations,



reports, and minutes.
- Track follow-ups, action items, deadlines, and key deliverables.
- Handle confidential and sensitive information with discretion.
- Coordinate communication with clients, partners, employees, and external stakeholders.
- Support leadership with research, data gathering, and special projects.

HR Administration & Compliance

- Maintain confidential personnel files and ensure documentation is complete and organized.
- Track employment agreements, renewals, visas/work authorization where applicable, insurance, benefits, and other compliance-related documents.
- Maintain HR trackers and prepare regular reports for management.
- Support audits and provide HR documentation as required.
- Assist with development and implementation of HR policies, processes, and SOPs.
- Ensure timely completion of HR administrative activities and employee requests.

General Administration

- Manage administrative activities for the office and support day-to-day operations.
- Coordinate vendors, service providers, facilities, travel, and office requirements.
- Assist with procurement, invoices, expense tracking, and administrative payments.
- Maintain records of company assets, contracts, subscriptions, and licenses.
- Coordinate employee engagement activities, company events,



and internal communications.
- Support special projects and other administrative responsibilities as assigned.

Required Skills & Qualifications

- Bachelor’s degree in HR, Business Administration, Management, or a related field. Masters would be an added advantage.
- 4–8 years of relevant experience in Executive Assistance, HR Operations, Administration, or a combination of these functions.
- Strong organizational and multitasking skills.
- Excellent written and verbal communication skills.
- Strong attention to detail and ability to maintain confidentiality.
- Ability to work independently and manage multiple priorities.
- Strong proficiency in MS Office/Google Workspace, Excel, and HRIS platforms.
- Comfortable working with global teams and US time zones.

Key Competencies

- Executive presence and professionalism
- Ownership and accountability
- Strong attention to detail
- Confidentiality and discretion
- Time management and prioritization
- Problem-solving mindset
- Robust communication skills
- Adaptability and flexibility
- Ability to work in a fast-paced, international environment

What We Offer

- Opportunity to work closely with senior leadership.
- Opportunity to work with cross-functional and international teams.
- Fast-paced, entrepreneurial work environment.
- Scope to take ownership of HR, administration, and operational support initiatives.

Contact:

Shraddha Dalmia [email protected]

P.N.: This role requires working from the office during US working hours (8:00 PM–5:00 AM IST). Candidates willing to work from office, should apply.

📌 Office Administrative Assistant (Mumbai)
🏢 Inhabitr
📍 Mumbai