Executive Assistant & HR Coordinator

Sumraj Urja; Baleshwar; On-site; INR 600,000 - 900,000; Full time

Job summary

Sumraj Urja seeks an Executive Assistant & HR Coordinator to work directly with the Founder & CEO. The role combines executive support, business coordination, and HR tasks to keep daily operations on track and aligned with strategic priorities.

You will manage calendars, coordinate meetings, prepare documents, handle communications, and assist in recruitment, onboarding, and employee record keeping while maintaining utmost discretion and professionalism.

Qualifications

• Experience supporting C-suite or founder-level executives.
• Excellent written and verbal communication.
• Strong organizational and time management abilities.
• Ability to handle confidential information discreetly.

Responsibilities

• Manage Founder's calendar, 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.
• Draft and review emails, letters, reports, and presentations.
• Support recruitment coordination, onboarding, and HR documentation.

Skills

Calendar management

Executive support

Stakeholder coordination

Communication skills

Confidentiality

HR coordination

Recruitment coordination

Onboarding

Tools

MS Office

Google Workspace

Documentation management

Job description

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

This is primarily an Executive Assistant and business coordination role. The selected candidate will support the Founder in managing daily priorities, meetings, follow‑ups, documentation, internal coordination, external communication, and the execution of various business initiatives.

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

The ideal candidate should possess strong communication skills, excellent follow‑up ability, sound judgement, and the confidence to coordinate with employees, clients, vendors, consultants, and other stakeholders on behalf of the Founder.

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.
• Draft and review emails, letters, reports, presentations, proposals, and other business correspondence.
• 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

• Coordinate end‑to‑end recruitment, including job posting, candidate screening, interview scheduling, selection follow‑up, and onboarding.
• 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.