Executive assistant To director HR

Shree Chanakya Education Society; Pune District; On-site; INR 600,000 - 800,000; Full time

Job summary

Shree Chanakya Education Society in Pune invites applications for Executive Assistant to the HR Director. The role provides administrative and coordination support and acts as liaison with university leadership, faculty, staff, and external agencies.

Required: Masters in HR/Business or related field and 2–3 years in executive assistance or HR admin. The role demands strong organization, communication, and discretion; calendar, travel, meetings, and project coordination.

Qualifications

• Masters degree in HR, Business Administration, Management, or related discipline.
• 2–3 years of experience in executive assistance or HR administration.
• Experience in higher education or large corporate environment preferred.

Responsibilities

• Manage the HR Director’s calendar, appointments, meetings, travel arrangements, and daily schedule.
• Coordinate communication between the HR Director, university leadership, faculty, staff, departments, and external stakeholders.
• Prepare meeting agendas, minutes of meetings, presentations, reports, dashboards, and official correspondence.
• Track action items arising from meetings and ensure timely follow-up and closure.
• Support planning and monitoring of strategic HR initiatives, projects, and organizational development activities.
• Maintain confidential employee records, reports, HR documentation, and correspondence with discretion.
• Coordinate HR leadership meetings, recruitment panels, employee engagement activities, training programs, and HR events.
• Assist in preparation and consolidation of HR reports, workforce analytics, and MIS for management review.
• Support policy documentation, SOP updates, HR process improvements, and digitalization initiatives.

Education

Masters degree in HR/Business Administration or related field

Job description

Designation: Executive Assistant to HR Director

Preferred Educational Qualification:
Masters degree in human resources, Business Administration, Management or a related discipline.

Experience:
Minimum 2–3 years of experience in executive assistance, HR administration, office management, project coordination, or administrative support roles, preferably within a higher education institution or a large corporate environment.

Role Summary:
The Executive Assistant to the HR Director will provide comprehensive administrative, operational, and coordination support to the HR Director in managing strategic, operational, and administrative functions of the Human Resources Department. The role requires excellent organizational, communication, multitasking, and stakeholder management skills to ensure the efficient functioning of the HR Director’s office. The Executive Assistant will serve as a key point of contact between the HR Director, university leadership, employees, faculty, departments, external agencies, and service providers while maintaining the highest standards of confidentiality, professionalism, and integrity.

Roles and Responsibilities

• Manage the HR Director’s calendar, appointments, meetings, travel arrangements, and daily schedule.
• Coordinate communication between the HR Director, university leadership, faculty, staff, departments, and external stakeholders.
• Prepare meeting agendas, minutes of meetings, presentations, reports, dashboards, and official correspondence.
• Track action items arising from meetings and ensure timely follow-up and closure.
• Support the planning, implementation, and monitoring of strategic HR initiatives, projects, and organizational development activities.
• Maintain confidential employee records, reports, HR documentation, and correspondence with complete discretion.
• Coordinate HR leadership meetings, recruitment panels, employee engagement activities, training programs, workshops, and other HR events.
• Assist in the preparation and consolidation of HR reports, workforce analytics, organizational charts, manpower planning, and MIS for management review.
• Support HR compliance activities related to statutory requirements, labor laws, audits, accreditation, and institutional policies.
• Coordinate recruitment-related administrative activities, including interview scheduling, candidate communication, documentation, and onboarding support.
• Facilitate communication and coordination with internal departments, consultants, recruitment agencies, government authorities, and other external stakeholders.
• Draft official letters, HR notices, circulars, memoranda, employment-related communications, and internal announcements on behalf of the HR Director.
• Monitor timelines, deadlines, and deliverables for HR projects, policy implementation, performance management cycles, and organizational initiatives.
• Assist in tracking departmental budgets, procurement requests, vendor coordination, and administrative processes as required.
• Maintain records, databases, and documentation related to HR operations, employee lifecycle activities, and departmental initiatives.
• Provide logistical and administrative support for interviews, meetings, employee engagement programs, leadership visits, and HR events.
• Handle sensitive and confidential employee and organizational information with the highest level of professionalism and discretion.
• Coordinate cross-functional initiatives with academic and administrative departments to support institutional goals and people strategies.
• Support policy documentation, SOP updates, HR process improvements, and digitalization initiatives.
• Ensure efficient office administration and the smooth day-to-day functioning of the HR Director’s office.
• Perform any other duties and responsibilities assigned by the HR Director from time to time.