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.

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

• 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.

• 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.

• 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.

• 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.

• 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

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

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

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.

₹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.