We are looking for a proactive, highly organized, and dependable Executive Assistant & HR Coordinator to work directly with the Founder & CEO.

The position will also include limited HR responsibilities such as recruitment coordination, employee documentation, attendance management, onboarding, and maintaining employee records.

Key Responsibilities :

- Executive Assistance _
- Manage the Founder & CEO’s calendar, appointments, meetings, reminders, and daily schedule.
- Organize and prioritize tasks based on urgency and business requirements.
- Coordinate meetings, prepare agendas, record minutes, and circulate action points.
- Follow up with employees, consultants, vendors, and other stakeholders on assigned tasks.
- Ensure that decisions and instructions given during meetings are implemented within the prescribed timelines.
- Manage travel arrangements, including flights, hotels, local transportation, and itineraries.
- Screen and organize communications, documents, and information requiring the Founder’s attention.
- Maintain confidential business, employee, client, and financial information with complete discretion.
- Anticipate requirements and proactively remind the Founder about deadlines, meetings, commitments, and pending decisions.
- Business and Project Coordination _
- Act as a central coordination point between the Founder and different teams, projects, and business functions.
- Maintain trackers for ongoing assignments, projects, meetings, and action items.
- Monitor pending tasks and regularly follow up until completion.
- Assist in coordinating new business initiatives, internal projects, partnerships, and operational improvements.
- Coordinate with lawyers, Chartered Accountants, consultants, banks, vendors, government departments, and external agencies whenever required.




- Collect information from different teams and prepare consolidated updates for the Founder.
- Assist with business research, data collection, market analysis, and preparation of management reports.
- Coordinate the preparation and collection of documents for contracts, registrations, licences, tenders, audits, and business requirements.
- Support the preparation and implementation of Standard Operating Procedures and internal processes.
- Identify delays, gaps, or coordination issues and bring them to the Founder’s attention promptly.
- Administration _
- Support the smooth functioning of day-to-day office and administrative activities.
- Coordinate with vendors, service providers, landlords, and maintenance agencies.
- Maintain records of office assets, equipment, supplies, subscriptions, and important documents.
- Organize internal meetings, events, employee activities, and management reviews.
- Maintain structured physical and digital filing systems.
- Prepare weekly and monthly updates regarding pending tasks, administration, and business coordination.
- Ensure that important agreements, licences, registrations, and documents are properly recorded and renewed on time.
- HR Coordination _
- Prepare offer letters, appointment letters, confirmation letters, experience letters, and other employee documents.
- Maintain employee records, attendance, leave details, and relevant HR databases.




- Coordinate employee induction and joining formalities.
- Assist in payroll preparation by providing verified attendance and leave records.
- Maintain employee files and ensure that required documents are properly collected.
- Support performance review, employee engagement, and training activities whenever required.
- Coordinate employee concerns and administrative requirements with the Founder or concerned reporting manager.
- Ensure confidentiality while handling employee-related information.

Required Skills :

- Executive assistance
- Calendar and schedule management
- Business and project coordination
- Strong follow-up and task-tracking ability
- Meeting coordination and minute-taking
- Documentation and record management
- Microsoft Word, Excel, PowerPoint, and Outlook
- Google Workspace, including Gmail, Calendar, Drive, Docs, and Sheets
- MIS reporting and preparation of management updates
- Travel planning and coordination
- Stakeholder and vendor coordination
- Recruitment and employee onboarding
- HR documentation and attendance management
- Strong verbal and written communication
- Time management and prioritization
- Multitasking and problem-solving
- Confidentiality and qualified judgment
- Attention to detail
- Ability to learn and use digital, automation, and AI-based productivity tools

Qualifications :

- Bachelor’s degree in Business Administration, Management, Human Resources, Commerce, or a related field.
- MBA or PGDM will be preferred but is not mandatory.
- 1-4 years of experience as an Executive Assistant, Personal Assistant, Business Coordinator, Administrative Executive, HR Coordinator, or in a similar role.
- Prior experience working directly with a Founder, Director, senior man

📌 Executive Assistant to The Founder & HR Coordinator (Balasore)
🏢 Sumraj Consultancy Services
📍 Balasore