HR & Executive Assistant

This is a fully remote position, open to applicants in India.

📋 Description

• Manage recruitment pipelines for various open positions.

• Ensure that Workable, Linear, and recruitment trackers are accurate and up-to-date.

• Evaluate and organize applications in relation to role requirements.

• Oversee the coordination of screenings, interviews, assessments, background checks, and reference checks.

• Maintain communication with candidates and monitor follow-ups throughout the recruitment process.

• Assist with offer management, pre-boarding, and onboarding administration.

• Operate, monitor, and enhance technology-supported recruitment workflows.

• Keep employee records and HR documentation updated.

• Aid in the administration of onboarding, offboarding, leave, attendance, probation, and employment milestones.

• Draft standard HR letters, documents, and manage employment agreement administration.

• Address routine employee administration inquiries and escalate complex issues to the founders.

• Gather timesheets, follow up on any missing submissions, and prepare payroll inputs.

• Collaborate with payroll providers, accountants, and relevant parties.

• Maintain payroll records, approved payments, and associated documentation.

• Provide administrative support to two co-founders.

• Manage calendars, meetings, agendas, action lists, and follow-up trackers.

• Organize travel arrangements and prepare materials for leadership discussions.

• Support various administrative tasks, research, and occasional coordination projects.

• Safeguard confidential information related to employees, candidates, compensation, and the company.

• Establish dependable processes for recruitment, HR, timesheet, payroll, and executive administration.

• Deliver reporting, updates, escalate blockers, and track outstanding actions for the founders.

⛳️ Requirements

• Prior experience in HR administration, recruitment coordination, executive assistance, office administration, or people operations.

• Proven capability to coordinate multiple tasks, candidates, or workflows simultaneously.

• Exceptional organizational skills with a genuine focus on detail.

• Excellent written and verbal communication skills in English.

• Confidence in communicating with candidates, employees, consultants, and senior leaders.

• Experience in maintaining accurate records, trackers, and documentation.

• Proficiency in Google Workspace, Microsoft Office, or an equivalent platform.

• Ability to work independently in a remote, distributed environment.

• Strong follow-through with a proactive approach to addressing outstanding actions.

• Mature judgment in handling sensitive information.

• Ability to prioritize tasks and meet tight deadlines.

• Comfort with learning new software, automation tools, and AI-enabled workflows.

• Calm, professional, and reliable working style.

• Strongly preferred: experience in recruiting for a startup or growing tech company.

• Strongly preferred: experience supporting recruitment for multiple roles simultaneously.

• Strongly preferred: familiarity with Workable, Linear, or an equivalent applicant-tracking system.

• Strongly preferred: experience in timesheet and payroll administration.

• Strongly preferred: prior experience as an executive assistant to founders or senior leaders.

• Nice to have: experience assisting international or distributed teams.

• Nice to have: experience coordinating across time zones in India, the US, and the UK.

• Nice to have: experience working with confidential compensation or employee data.

• Nice to have: familiarity with AI tools and workflow automation.

• Nice to have: experience in documenting and enhancing administrative processes.

🏝️ Benefits

• Fully remote work available from any location in India.

• Primarily aligned with Indian working hours, with no regular late-night schedule.

• Occasional out-of-hours work may be required, agreed upon in advance and proportionate to business needs.