Personal Assistant

Collective Artists Network; Mumbai; On-site; INR 700,000 - 1,300,000; Full time

Benefits offered by this job

Flexible working hours

Job summary

Collective Artists Network in Mumbai is seeking a proactive Personal Assistant/House Manager to support an executive with calendars, travel, communications, and daily household operations.

You will oversee staff, manage vendors, and coordinate home logistics while maintaining discretion and high professionalism. Flexible hours and urgent support availability are expected in this role.

Qualifications

• Experience as a Personal Assistant, Executive Assistant, House Manager, or similar role.
• Excellent organizational and multitasking skills.
• Strong communication and interpersonal abilities.
• High level of discretion, professionalism, and confidentiality.
• Ability to manage multiple priorities independently.
• Strong vendor management and coordination skills.
• Proficiency in email, calendars, spreadsheets, and basic administrative tools.
• Flexible with working hours and available for urgent requirements when needed.

Responsibilities

• Manage calendars, appointments, meetings, and personal schedules.
• Coordinate travel arrangements including flights, hotels, visas, transfers, and itineraries.
• Handle correspondence, calls, messages, and follow-ups on behalf of executive.
• Manage personal errands, shopping, gifting, reservations, and ad hoc requests.
• Track important dates, reminders, renewals, and payments.
• Coordinate with external contacts, service providers, and relevant stakeholders.
• Maintain records, documents, bills, receipts, and personal files in an organized manner.
• Oversee daily operations and upkeep of the residence.
• Supervise household staff including housekeeping, drivers, chefs, security, and maintenance teams.
• Coordinate schedules and monitor performance of household staff.
• Manage household vendors including repairs, maintenance, pest control, utilities, laundry, etc.
• Ensure smooth running of household logistics and standards of cleanliness and presentation.
• Monitor household inventory and arrange replenishment of groceries, supplies, and essentials.
• Handle household budgets, petty cash, invoices, and expense tracking.
• Coordinate home events, guest visits, hospitality, and special arrangements.
• Ensure timely maintenance of appliances, vehicles, and household systems.

Skills

Organization

Multitasking

Communication

Discretion

Independent work

Vendor management

Admin tools

Flexibility

Tools

Email

Calendars

Spreadsheets

Admin tools

Job description

Key Responsibilities:

1. 1. Manage calendars, appointments, meetings, and personal schedules
2. 2. Coordinate travel arrangements including flights, hotels, visas, transfers, and itineraries
3. 3. Handle correspondence, calls, messages, and follow-ups on behalf of executive
4. 4. Manage personal errands, shopping, gifting, reservations, and ad hoc requests
5. 5. Track important dates, reminders, renewals, and payments
6. 6. Coordinate with external contacts, service providers, and relevant stakeholders
7. 7. Maintain records, documents, bills, receipts, and personal files in an organized manner.

House Management Responsibilities:

1. 1. Oversee daily operations and upkeep of the residence
2. 2. Supervise household staff including housekeeping, drivers, chefs, security, and maintenance teams.
3. 3. Coordinate schedules and monitor performance of household staff
4. 4. Manage household vendors including repairs, maintenance, pest control, utilities, laundry, etc.
5. 5. Ensure smooth running of household logistics and standards of cleanliness and presentation.
6. 6. Monitor household inventory and arrange replenishment of groceries, supplies, and essentials
7. 7. Handle household budgets, petty cash, invoices, and expense tracking
8. 8. Coordinate home events, guest visits, hospitality, and special arrangements
9. 9. Ensure timely maintenance of appliances, vehicles, and household systems

Candidate Requirements

1. 1. Prior experience as a Personal Assistant, Executive Assistant, House Manager, or similar role
2. 2. Excellent organizational and multitasking skills
3. 3. Strong communication and interpersonal abilities
4. 4. High level of discretion, professionalism, and confidentiality
5. 5. Ability to manage multiple priorities independently
6. 6. Strong vendor management and coordination skills
7. 7. Proficiency in email, calendars, spreadsheets, and basic administrative tools
8. 8. Flexible with working hours and available for urgent requirements when needed

Preferred Qualities

1. 1. Highly dependable and proactive
2. 2. Strong attention to detail
3. 3. Problem-solving mindset with ability to anticipate needs
4. 4. Calm under pressure and adaptable
5. 5. Presentable, polished, and service-oriented