Executive Assistant

Location: Mumbai (based at the family's office)

Compensation: ₹18–25L/year, based on experience 

Type: Full-time- Onsite

About the Role

The family is looking for a sharp, highly organized Executive Assistant to support five family members with fast-moving schedules, correspondence, and day-to-day admin — with a smaller, secondary remit covering the upkeep of family houses. The right person thinks several steps ahead, communicates crisply, and is trusted with real access to each family member's schedule and correspondence.

Core Responsibilities & Example Scenarios (≈75% — Executive Assistant)

1.⁠ ⁠Calendar & Scheduling Management

Own and actively manage calendars for all 5 family members — book, reschedule, and defend time; flag clashes before they happen

Scenario: Two family members are unknowingly double-booked for the same evening event a week out — you catch it and resolve it with both.

2.⁠ ⁠Correspondence & Communication

Draft and manage emails, messages, and follow-ups on behalf of family members; track outstanding replies so nothing goes cold

Scenario: A family member forwards you a thread with "handle this" — you draft the reply and close the loop same day

3.⁠ ⁠Meetings 

Prepare agendas, briefing notes, and logistics ahead of meetings;

4.⁠ ⁠Documentation & Admin

Manage document renewals (passports, licenses, memberships), filing, and paperwork for each family member

Scenario: You maintain a running tracker of every document expiry across all 5 family members and flag renewals 6 weeks out, unprompted

5.⁠ ⁠Liaison Work

Act as the point of contact between family members and their respective external contacts — doctors, tailors, trainers, family office staff, event vendors — so requests don't get lost between people

Scenario: A family member needs a doctor's appointment, a tailor fitting, and a gift sourced in the same week — you own all three threads to completion

6.⁠ ⁠Research & Ad-Hoc Requests

Handle one-off research or purchase requests — comparing options, pulling together recommendations, executing on a decision

Be able to build initial business plans and project reports

Scenario: "Find me 3 good options for X and just book the best one" — you deliver a decision-ready shortlist or make the call yourself if empowered to

7.⁠ ⁠Procurement, Quotes & Site Visits

Source and compare quotes for services, purchases, or projects; run vendor conversations, do site visits where needed, and come back with a decision-ready recommendation. Follow through on the chosen option to completion.

 Scenario: "Get me three quotes for X and go see the space" — you visit, negotiate, and return with a shortlist and a clear recommendation.

8.⁠ ⁠Travel Prep

Handle end-to-end travel — flights, stays, ground transport, and detailed itineraries. Assemble and arrange visa paperwork, invitation letters, and supporting documents. Maintain a running tracker of every document expiry (passports, licenses, memberships) across all 4 family members and flag renewals ~6 weeks out, unprompted.

Scenario: A same-week trip comes up — you have flights, hotel, and a full itinerary back within the hour, and the visa file is already assembled from a template you keep ready.

Core Responsibilities & Example Scenarios (≈25% — Household Coordination)

9.⁠ ⁠Apartment Maintenance & Vendor Management

Own AMC contracts and service schedules; maintain a vetted vendor list (electrician, plumber, AC, pest control, appliance repair)

Scenario: The AC breaks down before a family member returns from travel — you already have a technician arranged and it's resolved before they land

10.⁠ ⁠Household Staff Coordination

Light oversight of household staff scheduling/coverage (not day-to-day management, but the escalation point when something breaks)

11.⁠ ⁠Events & Odd Jobs

Support last-minute hosting logistics or one-off apartment-related odd jobs as they come up

Scenario: A family member decides to host 8 people that evening — you coordinate catering and setup

 12. Occasions & Relationship Tracking

 Maintain a running list of birthdays, anniversaries, and key occasions; source gifts and handle greetings/arrangements so nothing important is missed.

What We're Looking For

4–6 years as an EA, ideally supporting multiple principals or a business family

Excellent written English (drafting on someone's behalf is a core skill, not a nice-to-have)

Sharp prioritization instincts — able to tell the difference between "urgent," "important," and "can wait"

Comfortable making judgment calls and owning decisions, not just relaying tasks

Discreet — will have access to schedules, correspondence, and personal/household matters for all 5 family members

Comfort with vendor/facilities coordination, even if it's the smaller part of the role

Based in Mumbai, available for real-time problem-solving during work hours with flexibility for genuine after-hours needs

What Success Looks Like

• Six months in, all 5 family members trust this person with their inbox, calendar, and travel without double-checking. The apartments run quietly in the background.