WE’RE HIRING | Administration & Operations Executive Pune, Maharashtra | Hybrid Full time | 1–3 Years Experience Help Your Heroes , the public-facing brand of
Hearts for Heroes Foundation , is looking for an organised, dependable and detail-oriented
Administration & Operations Executive
to join our growing team in Pune. This is a
hands-on role with real ownership . You’ll work closely with the Operations function and leadership team to build and manage the systems that keep the organisation running smoothly. What You’ll Be Responsible For
Office Administration & Coordination • Manage day-to-day Pune office operations, facilities, supplies and access • Coordinate meetings, calendars, agendas, notes and action-item follow-ups • Provide administrative support to the Operations Manager and leadership Vendor Management & Procurement • Identify and coordinate with vendors and service providers • Obtain quotations, track purchases and verify invoices • Maintain vendor, contract and renewal records Travel & Logistics • Coordinate domestic travel, accommodation and local transport • Prepare itineraries and ensure approvals before bookings • Support logistics for outreach camps, welfare events, donor visits and offsites Records & Documentation • Maintain organisational records and document management through Share Point • Ensure agreements, policies and important correspondence are properly filed • Maintain asset registers, trackers and operational reports • Handle confidential personnel, donor and financial information with discretion HR Operations • Coordinate recruitment and interview scheduling • Prepare offer letters, employment/consultancy agreements and internship documentation from approved templates • Support onboarding, documentation,



system access and equipment allocation • Maintain employee, intern, attendance and leave records • Coordinate exit formalities, asset recovery and access closure • Support internship and volunteer certificate processes Cross-Functional Support • Coordinate with Finance on invoices and payment documentation • Support Programmes and Fundraising teams with administrative requirements • Liaise with external consultants, advisors and service providers • Identify recurring administrative gaps and suggest practical process improvements What We’re Looking For
Essential: ✔️ Bachelor’s degree in Commerce, Business Administration, Human Resources or a related field ✔️
1–3 years of experience
in administration, office management, HR operations or a similar coordination role ✔️ Strong written and spoken English ✔️ Good working knowledge of
MS Word, Excel, Outlook, Teams and Share Point
or equivalent tools ✔️ Strong organisational and follow-up skills ✔️ Ability to manage multiple tasks and deadlines independently ✔️ High level of accuracy, discretion and attention to detail ✔️ Based in Pune or willing to relocate Preferred: • Experience in a not-for-profit, Section 8 company, trust or society • Exposure to HR documentation and e-signature platforms • Familiarity with vendor management,



procurement or basic bookkeeping • Working knowledge of Marathi or Hindi in addition to English • Interest in the armed forces community and veteran welfare ✨ What You’ll Gain
Ownership of the administrative and HR backbone of a growing organisation Direct exposure to leadership, governance and organisational decision-making Opportunity to build systems and processes from the ground up Meaningful work supporting
serving and retired personnel of the Indian Armed Forces and their families Role Details
Position:
Administration & Operations Executive Organisation:
Hearts for Heroes Foundation Brand:
Help Your Heroes Location:
Pune, Maharashtra Work Mode:
Hybrid, with regular office presence Employment Type:
Full-Time Experience:
1–3 Years Reports To:
Manager, Operations Compensation:
Commensurate with experience How to Apply Interested candidates can send their
current CV along with a short covering note explaining their interest in the role
to: [ ] Subject:
Application: Administration and Operations Executive Applications will be reviewed on a rolling basis. Only shortlisted candidates will be contacted. ⚠️
Please note:
Hearts for Heroes Foundation does
not charge any fee at any stage of the recruitment process
and does not authorise any agent, consultant or individual to collect money from candidates. Know someone who could be a great fit?
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📌 Admin and operations Executive (India)
🏢 HELP YOUR HEROES
📍 India