Executive Assistant to Directors + Head – HR

Executive Assistant to Directors + Head – HR

Department:

1. Purpose

To act as the strategic bridge between the Directors and all departments, driving both execution discipline and organization-wide system building. This dual role ensures:

● Seamless executive coordination — projects, reviews, decisions, follow-ups.

● Creation and institutionalization of HR systems, performance frameworks, and ERP-based digital processes that transform the business from people-driven to process-driven.

2. Key Responsibility Areas (KRAs)

KRA

Description

Key Deliverables / KPIs

1. Executive Coordination & Cross-Functional Alignment

Serve as the central node between all departments and the Directors; ensure seamless inter-departmental communication, task tracking, and escalation of bottlenecks.

- Daily EOD consolidated report of department-wise tasks (worked on / completed).- 100 % weekly review meetings of each department conducted with MOM & action-item tracker circulated within 24 hours.- Delays / issues escalated to management within 1 working day.

2. Weekly Review Governance & Action Tracking

Ensure departmental review cadence with Directors; capture MOMs and track all action points till closure.

- Zero missed weekly reviews.- Action-item closure rate ≥ 95 %.

3. ERP / PropTech Implementation & Automation

Lead implementation of ERP / digital platform to streamline operations and data visibility.

- ERP modules rolled out phase-wise with 100 % user adoption within target timeline.- Automated performance dashboards live within 3 months.

4. HR System Setup & Policy Creation

Design and roll out comprehensive HR frameworks, handbook, and policies.

- Employee Handbook + Core Policies (leave, attendance, code of conduct, appraisal, travel etc.) implemented within 3 months.- Zero policy ambiguities.

5. Performance Management System (PMS)

Build and roll out KRA/KPI frameworks for all departments and maintain performance data (Planned vs Achieved).

- 100 % departments covered within 2 months.- Quarterly review cycle executed without delay.

6. Employee Lifecycle & Workforce Planning

Manage end-to-end employee life cycle — onboarding, induction, documentation, attendance, payroll, advance management, and exit formalities.

- 100 % employee records digitized.- Payroll accuracy ≥ 99 %.- Forecast staffing plan updated quarterly.

7. Recruitment & Talent Acquisition

Source, screen, and onboard employees in alignment with department requirements.

- TAT ≤ 30 days per hire.- Retention ≥ 85 %.

8. Employee Productivity Enhancement

Implement initiatives to improve individual and team productivity; introduce tools and dashboards for performance monitoring.

- Productivity dashboards deployed across departments.- Quarter-on-quarter output-to-resource ratio improvement ≥ 10 %.

9. Compliance & Audit Readiness

Ensure statutory and regulatory compliance (POSH, labour laws, background verification, audits).

- Zero non-compliance incidents.- Audit readiness 100 %.

10. Employee Engagement & Culture Building

Conduct programs for motivation, learning, and recognition.

- ≥ 1 activity per month with feedback ≥ 4/5.

3. KPI Measurement Summary

Category

KPI

Target / Frequency

Department Reviews

% completed weekly

100 %

Action Item Closure

% closed on time

≥ 95 %

ERP Implementation

Phase completion & user adoption

100 % within timeline

PMS Roll-out

Dept. coverage

100 % within 2 months

Productivity Improvement

Output increase QoQ

≥ 10 %

Policy Implementation

Policies in place

≥ 10 core within 3 months

Recruitment TAT

Avg. days per hire

≤ 30

Retention Rate

Annual

≥ 85 %

Compliance Score

Statutory readiness

100 %

Reporting Accuracy

MIS & EOD reports

≥ 98 %

Reporting & Review Mechanism

● Daily: Consolidated EOD report of department-wise tasks completed and issues raised.

● Weekly: Departmental review meetings with Directors + MOM + action tracker.

● Monthly: HR and Operations Dashboard – performance data (Planned vs Achieved), recruitment status, ERP usage stats.

● Quarterly: Organisation Health Review – productivity, compliance, and PMS scores.

Competencies & Skills

● High ownership, strategic thinking & process orientation.

● Excellent cross-functional coordination and communication skills.

● HR system design and change-management experience.

● Strong tech adoption mindset (ERP, PropTech, Google Workspace, automation tools).

● Data analysis & dashboard reporting proficiency.

Performance Appraisal Weightage

Parameter

Weightage (%)

Cross-Functional Coordination & Executive Governance

20 %

ERP / System Implementation & Automation

15 %

HR System Setup & PMS Roll-out

20 %

Recruitment & Workforce Planning

10 %

Employee Lifecycle & Compliance

10 %

Productivity Enhancement & Performance Tracking

10 %

Culture & Engagement

5 %

Reporting Accuracy & Professionalism

10 %

Assistance in target setting & monitoring

Assist the Directors in setting department-wise targets and monitoring progress. Translate broad management goals into measurable departmental targets and monitor adherence. Note: this is positioned as a facilitative role, not a decision-making one — i.e., “assist and consolidate data for Directors to decide,” not “set targets independently.”