HR Admin Executive

JOB DESCRIPTION

HR & PERSONAL ASSISTANT TO DIRECTOR

Department: Human Resources & Administration

Designation: HR Executive & Executive Assistant to Director

Reporting To: Director

Location: Bengaluru

1. Role Overview

The HR Executive & Executive Assistant to Director will be responsible for managing day-to-day HR operations, employee administration, recruitment, documentation, and general office coordination. In addition, the role will provide administrative and operational support to the Director, including payment coordination, expense tracking, follow-ups, scheduling, and management-related activities.

The candidate should be organised, proactive, trustworthy, detail-oriented, and capable of handling confidential information.

2. Key Responsibilities

A. Human Resources – Core Responsibilities

1. Manage end-to-end recruitment, including job postings, screening, interview scheduling, and candidate coordination.
2. Coordinate employee onboarding, joining formalities, and documentation.
3. Prepare appointment letters, offer letters, confirmation letters, experience letters, and other HR-related documents.
4. Maintain employee records, attendance, leave records, and employee databases.
5. Coordinate payroll inputs, salary details, incentives, deductions, and employee-related payments with the Accounts team.
6. Track probation periods, employee confirmations, resignations, and exit formalities.
7. Handle employee grievances, queries, and day-to-day HR coordination.
8. Ensure timely collection and maintenance of employee documents.
9. Coordinate employee performance reviews and appraisal processes.
10. Communicate HR policies, procedures, and company guidelines to employees.

B.  Personal Assistant to Director – Additional Responsibilities

1. Coordinate and track payments, vendor bills, reimbursements, and other approved expenses.
2. Prepare payment summaries and maintain a tracker of pending, processed, and upcoming payments.
3. Coordinate with the Accounts/Finance team for payment processing and necessary approvals.
4. Follow up with concerned departments and vendors regarding pending payments and financial commitments.
5. Prepare and organise documents, reports, presentations, and information required by the Director.
6. Coordinate with different departments to obtain updates and ensure timely completion of tasks assigned by the Director.
7. Handle confidential communications, documents, and management-related information with discretion.
8. Remind and update the Director on pending approvals, important deadlines, and follow-up matters.

3. Required Skills & Competencies

• Good verbal and written communication skills.
• Strong organisational and multitasking abilities.
• Basic knowledge of HR processes and employee documentation.
• Good working knowledge of MS Excel, Word, and PowerPoint.
• Ability to maintain payment trackers and prepare basic MIS reports.
• Strong follow-up and coordination skills.
• Professional email drafting and communication skills.
• Ability to handle confidential information.
• High level of accountability, accuracy, and attention to detail.

4. Qualifications & Experience

• Graduate in any discipline; MBA in HR / PG Diploma in HR will be an added advantage.
• 1-2  years of experience in HR.
• Experience supporting senior management or working as an Personal Assistant will be an added advantage.
• Basic understanding of payroll coordination, vendor payments, and financial documentation.

5. Key Performance Indicators (KPIs)

Performance will be evaluated based on:

1. Timely completion of recruitment and onboarding activities.
2. Accuracy and maintenance of employee records and HR documentation.
3. Timely coordination of payroll inputs and employee-related activities.
4. Proper tracking and follow-up of payments and pending approvals.
5. Timely completion of tasks assigned by the Director.
6. Effective coordination between departments.
7. Timely preparation of reports and follow-up trackers.
8. Confidentiality, accountability, and overall work efficiency.