Executive Personal Assistant

C9 GROUP; Delhi; Hybrid; INR 1,800,000 - 3,000,000; Full time

Job summary

C9 GROUP is seeking an exceptionally sharp Executive & Personal Assistant based in Delhi NCR, blending on-ground presence with remote support for a high-net-worth global principal. The role handles travel, visas, errands, logistics, and household coordination.

You will navigate complex schedules across time zones, manage travel bookings, visa filings, errands in Delhi Noida, and liaise with vendors, staff, and family.

Qualifications

• Location: Delhi NCR / Noida resident with easy access to principal's home office.
• Proven EA/PA experience supporting high-net-worth individuals, C-suite executives, or global founders.
• Technical proficiency with Google Workspace, WhatsApp, Wise, booking portals, airline points systems, and AI tools for problem-solving.
• Excellent written and spoken English; functional Hindi for local vendor coordination.
• Discretion and strict privacy commitment for sensitive personal, financial, and travel matters.

Responsibilities

• High-volume travel & loyalty management: bookings, multi-passenger itineraries, loyalty transfers, and complex fare rules.
• Visas, documents & government filings: visa processing, document prep, embassy visits, and courier management.
• On-ground errands, shopping & logistics in Delhi NCR: procurement, deliveries, returns, and vendor coordination.
• Health, medical & lifestyle support: schedule medical appointments and at-home diagnostics tracking.
• Payments, banking & expense admin: domestic/international transfers, expense ledger, and 3DS/OTP handling.
• Events, calendars & social logistics: registrations for global events, reservations at high-end restaurants, gate access codes.
• Household & property support (Noida base): oversee residence, staff, and remote vendor coordination.

Skills

EA/PA experience

Time-management

English fluency

Hindi proficiency

Discretion

Vendor coordination

Travel planning

Problem-solving

Tools

Google Workspace

WhatsApp

Wise

Booking portals

Airline loyalty programs

AI tools (ChatGPT/Claude)

Job description

Job Description: Executive & Personal Assistant

Location: Delhi NCR (Hybrid - Remote-first with on-ground errands and presence at the Noida residence ~20% of the year)

Hours: 24/7 Availability Expectations (Global time-zone support, flexible hours, urgent/same-day deadlines)

Role Overview

We are seeking an exceptionally sharp, proactive, and hyper-responsive Executive & Personal Assistant to serve as the single operational anchor for a high-net-worth global principal. This is an on-ground/remote hybrid position based in Delhi NCR.

Unlike a standard 9-to-5 corporate job, this role operates on a high-urgency, around-the-clock cadence matching the principal’s international travel schedule. You will handle everything from high-volume complex travel and visa filings to local errands, property management, and daily logistics.

Key Responsibilities

1. High-Volume Travel & Loyalty Management

• Flight & Travel Booking: Compare and execute urgent domestic/international bookings across cash fares (Google Flights, airline sites, AmexTravel) and award/points transfers (Amex MR, Flying Blue, Virgin, Aeroplan, Air India).
• Multi-Passenger Travel: Manage precise bookings for the principal, family, guests, and staff, ensuring absolute accuracy on details.
• Loyalty Workflows: Create frequent-flyer accounts, transfer points, add program numbers, claim missed miles, and run status matches.
• Complex Fare Rules: Utilize flex fares, 24-hour free cancellation windows, refundable dummy tickets for visas, seat selections (exit rows), and online check-ins.
• Ground & Stay Logistics: Book trains (SNCF, SBB), Airbnbs (negotiating rates/early check-ins), hotels (including budget options for staff), and private drivers.
• Record Keeping: Maintain permanent logs of all PNRs, logins, tickets, and confirm details proactively with the principal.

2. Visas, Documents & Government Filings

• Visa Processing: End-to-end preparation and filing for urgent e-visas (Vietnam, Bali, Australia ETA, India e-visas) and consulate applications (VFS/embassies).
• Document Logistics: Handle physical submissions, embassy visits in Delhi, photo prep, notarization, consent forms, and passport collections.
• Daily Tracking: Monitor application statuses, elevate tickets, and resolve issues proactively.
• Shipment Tracking: Manage international couriers (FedEx/DHL), clear customs/KYC documentation, and arrange same-day releases.

3. On-Ground Errands, Shopping & Logistics

• Delhi NCR Errands: Perform in-person tasks, limited-release store purchases (including queuing), stock checks, and hand-deliveries.
• E-Commerce & Procurement: Order products (Amazon, Apple, international sellers) with precise specifications; manage returns, replacements, and trade-ins end-to-end.
• Groceries & Health: Source specialty food items, prescription drugs, and handle temperature-sensitive cold-chain deliveries.
• Global Gifting: Arrange flowers, cakes, and personalized gifts globally with strict delivery windows.
• Local Freight: Coordinate Porter/courier services for same-day deliveries tracked to completion.

4. Health, Medical & Lifestyle Support

• Schedule at-home diagnostic blood draws, track lab results, and handle payments.
• Book specialist medical appointments (in-person and telehealth).
• Manage recurring personal appointments (barbers, home wellness) on requested schedules.

5. Payments, Banking & Expense Admin

• Financial Transfers: Execute domestic and international transfers (Wise, local payment links, vendor payments) with immediate receipts.
• Card Routing & Security: Strictly follow designated card-use rules and relay 3DS/OTP verification codes promptly during time-sensitive transactions.
• Card Support: Handle Amex calls, replacement cards, free travel cancellations, disputes, and insurance claims.
• Expense Reconciliation: Maintain a clean running expense ledger and reconcile floats weekly with office staff.

6. Events, Calendars & Social Logistics

• Conferences & Events: Register the principal and guests for global events (Luma, VIP passes, press passes), save all access codes and QR passes.
• Reservations: Book high-end/Michelin-star restaurants globally, managing party sizes and holds.
• Property Gate Access: Issue gated entry QR codes for guests, drivers, and vendors at any hour.

7. Household & Property Support (Noida Base)

• Oversee the Noida residence, coordinate household staff, and supervise repair/installation technicians on-site.
• Support the principal’s family (parents) residing in Noida, particularly when the principal is abroad.
• Manage vendor logistics remotely for international properties as needed.

Working Style & Expectations

• Proactive Ownership: Zero reminders required. Once a task is assigned, it is tracked and completed without follow-ups.
• Speed & Responsiveness: Simple administrative tasks take minutes, not hours.
• Precision: Read all instructions fully before taking action to prevent unnecessary costs or errors.
• Instant Confirmation Loop: Immediately send booking confirmations, receipts, and screenshots upon completion.
• Daily Reporting: Submit a written end-of-day summary detailing tasks completed, in progress, and blocked.

Requirements

• Location: Resident of Delhi NCR / Noida with easy access to the principal's home office and city centers.
• Experience: Proven experience as an EA/PA supporting high-net-worth individuals, C-suite executives, or global founders.
• Technical Skills: Proficiency with Google Workspace, WhatsApp, Wise, booking portals, airline points systems, and AI tools (ChatGPT/Claude) for problem-solving.
• Communication: Fluent written and spoken English; working Hindi for local vendor coordination.
• Discretion: Absolute commitment to non-disclosure and privacy regarding all personal, financial, and travel matters.