Role Overview

We are looking for a highly organized, responsible, and proactive Executive Assistant who will work closely with the CEO and also take responsibility for day-to-day employee coordination and HR administration.

The ideal candidate should be excellent at managing schedules, coordinating meetings, following up on tasks, communicating with employees, maintaining records, and ensuring that key activities are completed on time.

Key Responsibilities

1. Executive Assistance to the Director

- Manage and maintain the Director's daily calendar, meetings and appointments.
- Schedule internal and external meetings and coordinate with all concerned parties.
- Prepare the Director's daily/weekly meeting schedule and ensure timely reminders.
- Coordinate meeting rooms, online meetings, presentations and required documents.
- Maintain a list of pending tasks, commitments and follow-ups for the Director.
- Follow up with employees and department heads on tasks assigned by the Director.
- Ensure important deadlines and commitments are tracked and followed through.
- Handle correspondence, calls and communication on behalf of the Director when required.
- Assist with travel arrangements, appointments and other administrative requirements.
- Maintain confidentiality of sensitive business and employee information.

2. Employee & HR Management

- Maintain employee records, attendance, leave and basic HR documentation.
- Coordinate employee onboarding and joining formalities.
- Conduct exit formalities and maintain employee documentation.
- Coordinate leave requests and attendance-related matters.
- Communicate company policies and procedures to employees.
- Maintain employee databases and HR records.
- Coordinate recruitment activities,



including scheduling interviews and communicating with candidates.
- Assist in preparing offer letters, appointment letters and other HR documents.
- Track employee performance reviews and appraisal timelines.
- Address routine employee queries and escalate important issues to the Director/management.
- Help maintain discipline, punctuality and professional standards within the organization.
- Organize employee meetings, training sessions and internal activities.
- Hiring

3. Office & Team Coordination

- Act as a communication link between the Director and employees.
- Ensure instructions from management are communicated clearly and followed up.
- Coordinate between different departments to ensure smooth execution of work.
- Maintain daily/weekly task trackers and provide updates to the Director.
- Identify pending work or delays and bring them to management's attention.
- Assist in maintaining a professional and organized office environment.

Candidate Profile

We are looking for someone who is:

- Highly organized and good at multitasking.
- Excellent in verbal and written communication.
- Proactive rather than someone who waits for instructions.
- Comfortable interacting with senior management as well as employees.
- Good at follow-ups and ensuring things actually get completed.
- Mature, responsible and trustworthy.




- Discreet with confidential information.
- Good with MS Office / Google Workspace, Excel and basic HR systems.
- Able to handle pressure and changing priorities.
- Strong in coordination and people management.

Preferred Experience

2–5 years of experience in any combination of:

- Executive Assistant / Personal Assistant
- HR / HR Administration
- Office Administration
- Executive Coordination
- Operations Coordination

Experience in a real estate, construction, professional services or growing company would be an advantage.

Key Performance Indicators (KPIs)

The person will be expected to ensure:

- Director's calendar and meetings are efficiently managed.
- No important meeting, follow-up or deadline is missed.
- Tasks assigned by the Director are properly tracked and followed through.
- Employee attendance, leave and HR records are maintained accurately.
- New employees are onboarded smoothly.
- Employee queries and HR matters are addressed promptly.
- Communication between management and employees is clear and timely.
- HR and administrative processes are properly documented.

Ideal Person

We are not looking for someone who only manages a calendar. We are looking for a proactive executive who can become the Director's right hand for coordination, follow-ups and employee management.

The ideal candidate should be someone who can say:

“If the Director tells me something needs to be done, I will take ownership of it, coordinate with the right people, follow up and make sure it gets completed.”

Pay: ₹25,000.00 - ₹45,000.00 per month

Benefits

- Cell phone reimbursement

Work Location: In person

📌 Executive Assistant – Director’s Office & HR Coordinator (Baner)
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