HR & Executive Assistant | Zenara Health

About Zenara

Zenara is building technology to enable a new way to practise psychiatry: whole-person, continuous and psychiatrist-led care.

Our products help psychiatric practices understand patients more deeply before visits, capture more useful signal between visits, and support more consistent ongoing care — while keeping the psychiatrist firmly at the centre of clinical decision-making.

We are a growing, distributed company with team members working across India and other international markets. We are expanding the team, and we need a highly organised and trusted person to strengthen our recruitment, people-operations and executive-administration capabilities.

About the role

You will support our founders and leadership team across four connected areas: recruitment coordination, HR and people administration, timesheet and payroll administration, and confidential executive support.

This is a hands-on, execution-focused role. You will keep processes moving, maintain accurate records, communicate clearly with candidates and colleagues, and make sure agreed tasks are completed reliably and on time.

To be clear about the level: this is not a senior HR strategy or employment-law role. We are looking for someone practical, highly organised, discreet, and capable of independently running routine people and administrative workflows without being chased.

You will have access to sensitive information — employee records, compensation details, candidate information, company plans and leadership discussions. Trust, discretion and sound judgement are essential parts of the job, not add-ons to it.

What you will own

1. Recruitment coordination

• Maintain the recruitment pipeline across multiple open positions
• Keep Workable, Linear and other recruitment trackers accurate and up to date
• Review incoming applications against agreed role requirements
• Organise and prioritise candidates for review
• Coordinate first-round screening and interviews
• Communicate with candidates throughout the process
• Schedule interviews across India, US and other relevant time zones
• Send interview instructions, reminders and follow-ups
• Track candidate completion of screening, interviews and assessments
• Coordinate background and reference checks where required
• Prepare candidate information for interviewers
• Maintain accurate records of interview outcomes and next steps
• Make sure candidates are followed up promptly and professionally
• Support offer, pre-boarding and onboarding administration
• Help improve our recruitment workflows and systems as we scale

We are building technology-supported recruitment workflows, including automated candidate screening, interview processes, ranking and follow-up. You will help operate, monitor and improve those workflows rather than relying only on manual administration.

2. HR and people administration

• Maintain accurate employee records and HR documentation
• Support employee onboarding and offboarding
• Coordinate collection of required employee information and documents
• Track leave, attendance and other routine people-administration matters
• Maintain records of probation periods, review dates and employment milestones
• Prepare standard HR letters, documents and internal records
• Support the administration of employment agreements
• Make sure routine HR processes are completed consistently and on time
• Respond to straightforward employee administration questions
• Escalate sensitive or complex employee matters to the founders
• Keep HR files organised, accurate and accessible

This role provides HR administration and coordination. You will not be expected to provide independent legal, employment-law or senior employee-relations advice.

3. Timesheets and payroll administration

• Collect and monitor employee timesheets
• Follow up on missing or incomplete submissions
• Maintain accurate records for payroll processing
• Prepare payroll inputs for review and submission
• Coordinate with payroll providers, accountants and other relevant parties
• Track payroll-related questions and issues
• Maintain records of approved payments and payroll documentation

You will not own payroll, compensation or employment-policy decisions. Your responsibility is to make sure the administrative process is accurate, organised and completed on time.

4. Executive assistance

• Provide trusted administrative support to our two co-founders
• Manage and coordinate calendars and meetings
• Schedule internal and external meetings
• Prepare agendas, action lists and follow-up trackers
• Record or organise meeting actions where required
• Follow up with team members on agreed actions
• Coordinate travel arrangements and related logistics
• Organise documents and information for leadership discussions
• Assist with practical administrative tasks and research
• Support occasional projects that need careful coordination and follow-through

This will include practical, get-it-done administrative work. You should be comfortable handling a broad range of tasks without losing sight of priorities.

5. Confidentiality and information management

• Treat employee, candidate, compensation and company information as strictly confidential
• Store and share sensitive information only through approved systems
• Use sound judgement about who should have access to what
• Maintain professional boundaries with colleagues
• Avoid informal discussion of confidential matters
• Escalate any suspected confidentiality or data-security issue immediately

You will be part of the trusted leadership-support function. You should be comfortable working openly and warmly with the wider team while understanding that some information simply must not be shared.

Your first 60 days

• Understand our current recruitment and HR workflows
• Review and organise existing employee and candidate records
• Get familiar with Workable, Linear and our other systems
• Take ownership of recruitment coordination for the roles we have open
• Establish a reliable process for interview scheduling and candidate follow-up
• Take over timesheet and payroll administration
• Document recurring HR and executive-administration processes
• Establish a regular reporting rhythm with the founders
• Identify administrative gaps, duplication or unnecessary manual work

What success looks like

• Recruitment pipelines stay accurate and current
• Candidates receive timely, professional communication
• Interviews are scheduled efficiently and follow-ups are never missed
• Recruitment workflows are consistently operated and steadily improved
• Employee records and HR documents are complete and organised
• Timesheet and payroll administration is accurate and on time
• Routine HR questions and administrative requests are handled without escalation
• The founders spend materially less time on scheduling, follow-up and administrative coordination
• Sensitive information is handled with complete discretion
• The company has a more reliable and scalable people-operations process

Requirements

Required

• Previous experience in HR administration, recruitment coordination, executive assistance, office administration or people operations
• Experience coordinating several tasks, candidates or workflows at the same time
• Strong organisational skills and genuine attention to detail
• Excellent written and verbal English
• Confidence communicating with candidates, employees, consultants and senior leaders
• Experience maintaining accurate records, trackers and documentation
• Proficiency with Google Workspace, Microsoft Office or equivalent
• Ability to work independently in a remote, distributed environment
• Strong follow-through, and the willingness to chase outstanding actions
• Mature judgement when handling confidential information
• Ability to prioritise and meet deadlines
• Comfort learning new software, automation tools and AI-enabled workflows
• A calm, professional and dependable working style

Strongly preferred

• Experience recruiting for a startup or growing technology company
• Experience supporting recruitment across multiple roles at once
• Experience using Workable, Linear, an applicant-tracking system or equivalent
• Experience with timesheet and payroll administration
• Previous experience as an executive assistant to founders or senior leaders

Nice to have

• Experience supporting international or distributed teams
• Experience coordinating across India, US and UK time zones
• Experience working with confidential compensation or employee information
• Familiarity with AI tools and workflow automation
• Experience documenting and improving administrative processes

Who you are

• Trustworthy and discreet
• Highly organised
• Reliable and responsive
• Comfortable taking ownership of routine tasks
• Willing to ask when something is unclear
• Able to work with limited supervision
• Calm under pressure
• Professional with candidates and employees
• Comfortable in a fast-moving company
• Practical and solutions-oriented
• Accountable for completion, not just activity

Working hours and location

This is a fully remote role, based anywhere in India.

You will work primarily during Indian working hours, with planned and reasonable overlap with the founders when required. This role should not require a routine late-night schedule. Any out-of-hours work will be occasional, agreed in advance, and proportionate to the business need.

You will work remotely but in regular contact with the founders. Expect regular leadership check-ins, clear written updates on recruitment and HR workflows, accurate records in the relevant systems, prompt escalation of blockers, visible tracking of outstanding actions, and reliable availability during agreed hours.

Compensation

₹8,00,000 – ₹13,00,000 per year, as a total package. Where you land in that range depends on your experience and demonstrated ability, particularly in executive support and recruitment coordination.