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 CEOs 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.