HR Executive

Department: Human ResourcesReports to: Senior Manager – Human Resources / HR ManagerLocation: International SchoolEmployment Type: Full-time

Job Purpose

The HR Assistant / HR Executive will provide comprehensive administrative and operational support to the Human Resources Department and assist in the smooth delivery of HR services to academic, administrative, and support staff.

The role involves supporting the complete employee lifecycle, including recruitment and onboarding, employee documentation, attendance and leave management, benefits and insurance administration, travel coordination, professional development support, employee records, and day-to-day HR operations.

The successful candidate should be highly organised, service-oriented, discreet, and able to work effectively in a multicultural international school environment.

Key Responsibilities1. Recruitment and Hiring Support

- Assist the HR team with the recruitment and selection process for teaching, administrative, and support positions.
- Prepare and post job advertisements on appropriate recruitment platforms.
- Coordinate applications, maintain recruitment records, and shortlist candidates as required.
- Schedule interviews and coordinate interview arrangements with candidates and hiring managers.
- Communicate with candidates regarding interviews, documentation, offers, and joining formalities.
- Assist with reference checks, background verification, qualification verification, and other pre-employment checks.
- Prepare employment contracts, appointment letters, offer letters, and other recruitment-related documentation.
- Maintain accurate and confidential recruitment records.

2. Employee Documentation and HR Administration

- Prepare and maintain employee files and ensure that all required documents are complete and up to date.
- Prepare HR letters, certificates, confirmation letters, experience letters, salary-related documents, and other employee correspondence.
- Maintain accurate employee information in HR systems and databases.
- Assist with preparation and renewal of employment contracts.
- Ensure that employee records are maintained in accordance with school policies and applicable regulations.
- Handle sensitive and confidential employee information with the highest level of discretion.

3. Onboarding and Induction

- Coordinate the onboarding process for new employees.
- Prepare joining documentation, contracts, ID cards, access requirements, and other onboarding materials.
- Coordinate with relevant departments regarding email accounts, staff accommodation, transportation, bank accounts, visas, and other joining requirements, where applicable.
- Assist with new employee orientation and induction programmes.
- Follow up with new employees to ensure that all joining formalities are completed.

4. Attendance and Leave Management

- Maintain and monitor employee attendance records.
- Monitor leave applications, balances, and supporting documentation.
- Ensure leave records are updated accurately and promptly.
- Assist employees and managers with queries relating to attendance, leave, working hours, and related HR policies.
- Prepare attendance and leave reports as required for HR and payroll purposes.
- Follow up on attendance irregularities and ensure appropriate documentation is maintained.

5.



Insurance and Employee Benefits

- Coordinate with insurance providers and brokers regarding employee insurance matters.
- Assist with the administration of health, accident, travel, and other employee insurance policies.
- Maintain updated records of employees and dependents covered under insurance schemes.
- Assist employees with insurance-related queries, claims, documentation, and follow-up.
- Coordinate additions, deletions, renewals, and changes to insurance coverage.
- Liaise with insurance companies and employees to ensure timely resolution of issues.
- Maintain records of insurance policies, claims, and related correspondence.

6. Travel Desk and Travel Coordination

- Assist with travel arrangements for international and local staff, students, and school-related travel, as applicable.
- Coordinate flight bookings, changes, cancellations, travel documentation, and itineraries.
- Assist employees with travel-related queries and requirements.
- Maintain records of travel bookings, travel benefits, reimbursements, and related documentation.
- Coordinate with travel agencies, airlines, and other service providers.
- Assist with travel insurance and other travel-related requirements.
- Support staff and students during school-related travel arrangements when required.

7. Professional Development (PD) Support

- Assist teachers and staff with Professional Development (PD) requests and related administrative processes.
- Coordinate PD applications, approvals, registrations, travel arrangements, and documentation.
- Maintain accurate records of staff career development activities.
- Track PD budgets, reimbursements, and supporting documents as required.
- Assist employees with queries relating to PD procedures and requirements.
- Coordinate with external training providers and institutions when required.

8. Payroll and Finance Support

- Provide accurate HR information to the Finance/Payroll team for monthly payroll processing.
- Assist with verification of attendance, leave, allowances, deductions, and other payroll-related information.
- Prepare and verify information relating to reimbursements, stipends, allowances, and employee benefits.
- Assist employees with payroll and reimbursement-related queries.
- Maintain appropriate supporting documentation for payroll and financial transactions.

9. Employee Support and HR Helpdesk

- Serve as a first point of contact for employees for routine HR queries.
- Provide information and guidance on HR policies, procedures, benefits, leave, attendance, travel, insurance, and other HR matters.
- Ensure employee queries are handled professionally, promptly, and confidentially.
- Escalate complex or sensitive matters to the HR Manager/Senior HR Manager as appropriate.
- Build positive working relationships with employees from diverse cultural and professional backgrounds.

10. HR Records, Reports and Compliance

- Maintain accurate and confidential HR records and databases.




- Prepare regular HR reports and information as required by the HR department.
- Assist with HR audits and documentation reviews.
- Ensure that employee documentation and records are complete and properly maintained.
- Support HR compliance requirements, including documentation related to foreign employees, visas, work permits, background checks, and other statutory requirements, where applicable.
- Maintain organised electronic and physical filing systems.

11. HR Events and Employee Engagement

- Assist with organising HR-related events, staff activities, orientation programmes, employee recognition programmes, and other school initiatives.
- Support employee engagement activities and staff welfare initiatives.
- Assist with service awards, staff celebrations, onboarding events, and other HR programmes.

12. General HR Support

- Provide general administrative support to the HR Department.
- Assist with HR projects, policy implementation, surveys, and process improvements.
- Coordinate with various departments to ensure smooth delivery of HR services.
- Assist with any other HR-related responsibilities assigned by the HR Manager/Senior Manager – HR.
- Maintain a high level of professionalism, confidentiality, accuracy, and customer service at all times.

Required Qualifications and Experience

- Bachelor's degree in Human Resources, Business Administration, Management, or a related field.
- 2–5 years of relevant experience in HR administration, preferably in an educational institution, international school, or multicultural organisation.
- Experience in recruitment and general HR administration is preferred.
- Good knowledge of Microsoft Office, particularly Word and Excel.
- Experience working with HRIS/HR databases is desirable.
- Good written and verbal communication skills in English.
- Strong organisational and administrative skills.
- Ability to manage multiple tasks and meet deadlines.

Key Competencies

- Strong attention to detail and accuracy.
- Excellent organisational and time-management skills.
- Strong communication and interpersonal skills.
- High level of confidentiality and integrity.
- Service-oriented and approachable.
- Ability to work independently as well as part of a team.
- Ability to prioritise and manage multiple responsibilities.
- Good problem-solving and follow-up skills.
- Ability to work effectively with people from different cultures and backgrounds.
- Professional, flexible, and adaptable approach.
- Proactive attitude and willingness to take ownership of tasks.

Key Performance Areas

Success in this role will be measured through:

- Accuracy and timely completion of HR documentation and records.
- Efficient support for the recruitment and onboarding process.
- Accurate attendance and leave administration.
- Timely coordination of insurance, travel, and employee benefits.
- Effective support for staff Professional Development.
- Prompt and professional response to employee queries.
- Accuracy and timeliness of HR information provided for payroll.
- Maintenance of confidentiality and compliance.
- Effective coordination with internal departments and external service providers.
- Overall quality and efficiency of HR administrative support.

Pay: ₹40,000.00 - ₹60,000.00 per month

Work Location: In person

📌 HR Executive (India)
🏢 Canadian International School
📍 India