HR + Executive Assistant to CEO

Key Responsibilities - HR & Recruitment
● Manage recruitment for approved positions through two parallel channels: recruitment agencies and direct hiring.
● For agency hiring: brief recruitment consultants clearly, share the approved requirement/JD, review profiles, provide timely feedback, coordinate interviews and follow up until joining.
● For direct hiring: independently source candidates through job portals, LinkedIn, referrals, company/social channels, candidate databases, campus or other appropriate sources.
● Post and refresh vacancies on approved platforms and maintain source-wise candidate records.
● Screen CVs against agreed must-have criteria and conduct preliminary HR/communication screening before sharing suitable profiles with the hiring manager or CEO.
● Schedule interviews, coordinate interviewer availability, send reminders, collect feedback and ensure every candidate has a clear next action.
● Maintain agency and direct-hiring pipelines separately so the company can understand source quality, speed, cost and conversion.
● Coordinate approved salary discussions, notice-period discussions, offer documentation and candidate queries.
● Follow up with selected candidates from offer acceptance until joining and maintain backup candidates for important positions.
● Track offer dropouts and recruitment bottlenecks and proactively suggest improvements.
● Build and maintain a reusable candidate database for future requirements.

Employee Onboarding, Documentation & HR Operations
● Coordinate joining formalities, collect required documents and maintain a complete onboarding checklist
● Coordinate offer/appointment documentation, workstation, email/system access and introductions with the relevant internal teams.
● Conduct or coordinate company induction, policy orientation and required departmental/product/process training.
● Schedule new-joiner check-ins and ensure onboarding activities are completed rather than left open-ended.
● Maintain accurate and confidential employee master data, employment documents, letters, acknowledgements and role/reporting changes.
● Track probation and confirmation dates and obtain manager inputs/decisions before due dates.
● Monitor attendance and leave records and follow up on missing or irregular entries in line with company processes.
● Maintain HR calendars, including holidays, working Saturdays, probation/confirmation dates, reviews, training and employee activities.
● Handle routine employee queries relating to attendance, leave, policies, documents and internal HR processes.
● Identify recurring attendance, discipline, documentation or process issues and escalate them factually to management.
Performance, Training, Engagement & Employee Coordination
● Maintain probation, confirmation, appraisal and performance-review calendars and ensure reviews are initiated on time.
● Coordinate review inputs, reminders and completion; reporting managers and management remain responsible for actual performance decisions.
● Track agreed employee development actions and coordinate training requirements.
● Coordinate employee engagement activities, birthdays, anniversaries, internal events, working-Saturday activities and appropriate employee welfare initiatives.
● Collect employee feedback where required, identify recurring themes and suggest practical improvements.
● Act as an organised first point of contact for routine employee concerns; listen, document facts, maintain confidentiality and route/escalate appropriately.
● Coordinate resignations, notice-period tracking, handover, access/asset closure, exit documentation and exit
interviews.
● Maintain HR MIS and a clear weekly status covering recruitment, joining, probation/confirmation, reviews, attendance
exceptions, exits, pending actions, risks and decisions required.

Key Responsibilities - Executive Assistant to CEO
● Support the CEO's calendar, meetings, appointments, calls and reminders, and take operational ownership of these activities when the primary EA is unavailable.
● Schedule internal/external meetings, coordinate participants, create Zoom/Google Meet links, send calendar invitations and confirm important meetings.
● Support authorised CEO email inbox triage by identifying items requiring CEO decision, EA action, delegation,
follow-up or information only.
● Draft routine business emails and prepare first drafts for important communications requiring CEO review.
● Monitor authorised WhatsApp, Slack, WATI and other communication channels for important messages, actions and escalations.
● Maintain shared CEO Office follow-up/action trackers and ensure important tasks, commitments and requests have an owner and a next action.
● Follow up with internal teams, clients, vendors, consultants and other stakeholders on CEO-priority actions and
deadlines.
● Prepare meeting agendas/background, previous action points and required documents; prepare MOM/action points where assigned and track them to closure.
● Assist with WAR Day, Sales Review and department-review preparation by collecting reports, checking previous
commitments and highlighting delays, blockers and decisions required.
● Assist with proposals, presentations, high-value lead/client follow-ups, payment reminders and selected administrative coordination.
● Coordinate selected personal appointments, travel, documents, reminders, renewals and other reasonable CEO Office requirements.
● Conduct research and prepare concise summaries, comparisons, briefing notes and other decision-support material where required.