Job Description
We are seeking a highly organized and detail-oriented individual to serve as a dual-function Executive Assistant & Human Resources Specialist. In this role, you will provide dedicated administrative support to the company’s Directors while also managing key HR processes to ensure a positive, compliant, and growth-oriented work environment. The ideal candidate will excel at multitasking, demonstrate excellent communication skills, and be eager to help shape our workplace culture.
Key ResponsibilitiesExecutive Assistant Responsibilities
• Calendar and Meeting Management
• Coordinate, schedule, and manage complex calendars for Directors.
• Organize and prepare materials for meetings, including agendas, presentations, and follow-up actions.
• Travel and Logistics
• Arrange travel itineraries, accommodations, and expense reports for Directors.
• Anticipate travel needs and troubleshoot issues in a timely manner.
• Communication and Correspondence
• Serve as a primary point of contact for internal and external stakeholders on matters pertaining to the Directors’ offices.
• Draft, review, and distribute memos, emails, and presentations on behalf of Directors.
• Document Management
• Maintain and organize documents, ensuring timely availability and confidentiality.
• Handle electronic filing, record-keeping, and data management.
• Project Coordination
• Collaborate with cross-functional teams to track project milestones, gather reports, and provide updates to Directors.
• Assist in event planning and management (e.g., team meetings, off-site sessions).
Human Resources Responsibilities
• Employee Onboarding and Offboarding
• Conduct new hire orientations, ensuring all relevant documentation is completed accurately.
• Oversee offboarding procedures including exit interviews and final paperwork.
• HR Administration and Compliance
• Maintain employee records and ensure compliance with labor laws and company policies.
• Assist in creating and updating HR policies, employee handbooks, and procedures.
• Recruitment and Staffing
• Coordinate job postings, screen applications, and schedule interviews.
• Collaborate with hiring managers to ensure a seamless recruitment and selection process.
• Performance Management and Development
• Support managers in the performance review process, including scheduling, documentation, and follow-up.
• Identify training needs and coordinate development programs in partnership with management.
• Employee Relations and Engagement
• Act as a trusted point of contact for employees to address HR-related inquiries, issues, or conflicts.
• Help foster a positive work environment by organizing employee engagement initiatives (e.g., team-building events, recognition programs).
• Payroll and Benefits Administration
• Liaise with finance/payroll to ensure accurate and timely processing of employee salaries.
• Administer benefits programs and respond to employee inquiries regarding benefits and leave policies.
• Qualifications and Requirements
• Education: Bachelor’s degree in Business Administration, Human Resources, or a related field preferred.
• Experience:
• Minimum of 3 years’ experience providing administrative support (preferably to directors, managers, or other leadership roles).
• At least 2 years of HR experience, ideally in areas such as recruitment, onboarding, and compliance.
• Skills and Competencies:
• Exceptional organizational and time-management skills; ability to handle multiple priorities in a fast-paced environment.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Knowledge of HRIS systems and HR best practices.
• High level of professionalism and confidentiality.
• Ability to maintain composure under pressure and adapt to shifting priorities.
• Key Attributes
• Detail-Oriented: Ensures accuracy and reliability in all tasks.
• Proactive Problem Solver: Anticipates potential obstacles and implements solutions swiftly.
• Team Player: Collaborates effectively across all levels of the organization.
• Strong Interpersonal Skills: Builds rapport and trust with employees, management, and external stakeholders.
• High Integrity: Maintains strict confidentiality and demonstrates ethical judgment.
Key ResponsibilitiesExecutive Assistant Responsibilities
• Calendar and Meeting Management
• Coordinate, schedule, and manage complex calendars for Directors.
• Organize and prepare materials for meetings, including agendas, presentations, and follow-up actions.
• Travel and Logistics
• Arrange travel itineraries, accommodations, and expense reports for Directors.
• Anticipate travel needs and troubleshoot issues in a timely manner.
• Communication and Correspondence
• Serve as a primary point of contact for internal and external stakeholders on matters pertaining to the Directors’ offices.
• Draft, review, and distribute memos, emails, and presentations on behalf of Directors.
• Document Management
• Maintain and organize documents, ensuring timely availability and confidentiality.
• Handle electronic filing, record-keeping, and data management.
• Project Coordination
• Collaborate with cross-functional teams to track project milestones, gather reports, and provide updates to Directors.
• Assist in event planning and management (e.g., team meetings, off-site sessions).
Human Resources Responsibilities
• Employee Onboarding and Offboarding
• Conduct new hire orientations, ensuring all relevant documentation is completed accurately.
• Oversee offboarding procedures including exit interviews and final paperwork.
• HR Administration and Compliance
• Maintain employee records and ensure compliance with labor laws and company policies.
• Assist in creating and updating HR policies, employee handbooks, and procedures.
• Recruitment and Staffing
• Coordinate job postings, screen applications, and schedule interviews.
• Collaborate with hiring managers to ensure a seamless recruitment and selection process.
• Performance Management and Development
• Support managers in the performance review process, including scheduling, documentation, and follow-up.
• Identify training needs and coordinate development programs in partnership with management.
• Employee Relations and Engagement
• Act as a trusted point of contact for employees to address HR-related inquiries, issues, or conflicts.
• Help foster a positive work environment by organizing employee engagement initiatives (e.g., team-building events, recognition programs).
• Payroll and Benefits Administration
• Liaise with finance/payroll to ensure accurate and timely processing of employee salaries.
• Administer benefits programs and respond to employee inquiries regarding benefits and leave policies.
• Qualifications and Requirements
• Education: Bachelor’s degree in Business Administration, Human Resources, or a related field preferred.
• Experience:
• Minimum of 3 years’ experience providing administrative support (preferably to directors, managers, or other leadership roles).
• At least 2 years of HR experience, ideally in areas such as recruitment, onboarding, and compliance.
• Skills and Competencies:
• Exceptional organizational and time-management skills; ability to handle multiple priorities in a fast-paced environment.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Knowledge of HRIS systems and HR best practices.
• High level of professionalism and confidentiality.
• Ability to maintain composure under pressure and adapt to shifting priorities.
• Key Attributes
• Detail-Oriented: Ensures accuracy and reliability in all tasks.
• Proactive Problem Solver: Anticipates potential obstacles and implements solutions swiftly.
• Team Player: Collaborates effectively across all levels of the organization.
• Strong Interpersonal Skills: Builds rapport and trust with employees, management, and external stakeholders.
• High Integrity: Maintains strict confidentiality and demonstrates ethical judgment.
💡 Quick Summary
Seeking a career-building opportunity? The Executive Assistant Human Resources position is now open for candidates interested in the Human Resource (HR) Jobs sector. This role in Mumbai offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Human Resource (HR) Jobs is a plus.