Specific Attributes

Organization: Jewells Studio

Job Description: HR & Executive Operations Manager

Location: Kathmandu, Nepal

Employment Type: Full-Time

Reporting To: CEO

Salary Range: NPR 30,000–40,000 per month, negotiable depending on experience and capability

About Jewells Studio

Jewells Studio – The House of Exquisite Jewels is a premium jewellery house based in Kathmandu. As the organisation continues to grow, we are strengthening our internal structure, people practices and leadership systems.

We are looking for an HR & Executive Operations Manager who can become a dependable link between the CEO, employees and different departments of the company.

This is not only a traditional HR position. The person will also play an important role in ensuring that management decisions, meetings, people processes and important cross-department actions are properly communicated, tracked and brought to closure.

Role Purpose

The HR & Executive Operations Manager will be responsible for:

People → Communication → Coordination → Follow-Through → Closure

The objective is to ensure that employees are properly supported, HR systems remain organised, CEO instructions are translated into clear actions and important organisational matters do not fall through the cracks.

Candidate Profile

We are looking for someone who is:

• Highly organised and dependable.
• Strong at follow-up and closure.
• Comfortable communicating with employees across different seniority levels.
• Discreet and trustworthy with confidential information.
• Able to communicate firmly but respectfully.
• Strong in written English and professional email communication.
• Comfortable preparing Meeting Minutes and structured reports.
• Good with Google Sheets / Excel / Google Workspace.
• Able to maintain trackers and deadlines systematically.
• Calm under pressure.
• Proactive rather than waiting for Management to repeatedly ask.
• Able to distinguish between an issue they should solve and an issue requiring escalation.

What Success Looks Like

We are looking for someone who wants to grow beyond traditional HR administration and gradually become a trusted organisational partner to Management and the wider Jewells Studio team.

Responsibilities

Key Responsibilities

1. Human Resources & People Management

Own and coordinate the complete employee lifecycle, including:

• Recruitment coordination with management and external HR agencies.
• Interview scheduling and candidate communication.
• Offer letters, joining letters and employment documentation.
• Maintaining complete and updated employee files.
• Joining and onboarding checklists.
• Coordinating induction and departmental training for new employees.
• Maintaining probation trackers and ensuring reviews happen on time.
• Confirmation, promotion and salary revision documentation.
• Attendance and leave coordination.
• Maintaining employee leave and HR records.
• Supporting Performance Improvement Plan documentation where required.
• Maintaining records of warnings, counselling or performance discussions.
• Coordinating employee grievances and escalating sensitive matters appropriately.
• Resignation and exit processes.
• Exit interviews.
• Department and Accounts clearance during offboarding.
• Asset/document handover.
• Final settlement coordination with Accounts.
• Experience and relieving letters.
• Maintaining employee birthdays, work anniversaries and important people-related dates.

2. CEO & Executive Coordination

Act as a reliable coordination point for important CEO and management instructions.

Responsibilities include:

• Translate CEO directions into clear actions, owners and deadlines.
• Communicate authorised management instructions clearly to relevant employees.
• Maintain a CEO Action & Follow-Up Tracker.
• Follow up on high-priority actions before deadlines.
• Ensure instructions are understood and not merely forwarded.
• Coordinate actions involving multiple departments.
• Maintain confidentiality around sensitive management and employee matters.

• Escalate delays or lack of ownership before issues become serious.
• Provide the CEO with short and factual updates on important pending matters.

The role is not to exercise authority on behalf of the CEO, but to ensure clarity, coordination and closure.

3. Meetings, Minutes & Action Tracking

Create discipline around important internal meetings.

Responsibilities:

• Coordinate important management and departmental meetings.
• Prepare agendas where required.
• Record clear and concise Meeting Minutes.

Capture specifically:

• Decision taken
• Action required
• Primary Owner
• Deadline
• Dependency
• Circulate minutes within the agreed timeline.
• Maintain a central Meeting Action Closure Tracker.
• Follow up with owners before deadlines.
• Carry unresolved actions into subsequent reviews.
• Highlight repeated delays or non-closure to Management.
• The objective is not simply to record meetings, but to ensure:

Meeting → Decision → Owner → Deadline → Closure

4. Accounts Health Check Coordination

Conduct periodic operational health checks with the Accounts team.

This does not mean performing the Accountant's job.

The role is to review whether important systems and controls are being followed, including:

• Pending invoices or documentation.
• Outstanding dues visibility.
• Credit documentation and approvals.
• Returns and exchange closures.
• Pending management approvals.
• Employee settlements or reimbursements.
• Payroll-related HR coordination.
• Pending finance documentation.
• Important control-sheet gaps.
• Issues requiring management intervention.

A short bi-weekly Accounts Health Update should highlight:

On Track | Watch | At Risk | Action Required

5. Production Health Check Coordination

Conduct periodic organisational health checks with the Production team covering:

• Work-in-progress visibility.
• Orders approaching delivery deadlines.
• Delayed orders.
• CAD/design dependencies.
• Production bottlenecks.
• Vendor or material dependencies.
• Important client commitment risks.
• Whether responsible owners are assigned.
• Whether major risks have been escalated early.
• Important pending decisions requiring Management support.

The purpose is visibility and early warning, not production management.

The Production Head remains responsible for production execution.

6. Company Governance & Organisational Calendar

Maintain a central calendar for important organisational responsibilities, including:

• Employee probation reviews.

• Performance reviews.
• PIP reviews.
• Employee confirmations.
• Training schedules.
• Department reviews.
• Monthly reporting deadlines.
• Accounts and Production health checks.
• HR documentation deadlines.
• Policy acknowledgements.
• Festival staffing and leave planning.
• Important company meetings.
• SOP review dates.
• Employee onboarding and offboarding milestones.

The objective is to create reliable organisational memory so important commitments are not dependent on individual memory or repeated CEO follow-up.

7. Internal Communication & Culture

Support clear, respectful and professional internal communication.

Responsibilities may include:

• Drafting important internal notices and employee communication.
• Ensuring policies and management decisions are properly communicated.
• Maintaining consistency in internal documentation.
• Helping new employees understand Jewells Studio 's culture and expectations.
• Supporting employee engagement initiatives.
• Helping Management identify recurring communication or coordination gaps.
• Encouraging professional accountability without creating unnecessary pressure or conflict.

Experience

• Approximately 2–5 years of experience in HR, administration, executive coordination, people operations or a similar role.
• Experience in a growing company, premium retail, hospitality, luxury, fashion or service-oriented organisation would be an advantage.
• Formal HR education is preferred but strong practical experience and organisational ability will also be considered.

Education

Bachelors Degree in related fields