Personal Assistant

Elitebutlers Hospitality Solutions; Mumbai; On-site; INR 900,000 - 1,300,000; Full time

Benefits offered by this job

Bachelor accommodation facility

Job summary

Elitebutlers Hospitality Solutions is seeking a highly organised Personal Assistant to the Managing Director in Mumbai. The role involves handling personal, residential, travel and day-to-day logistical needs with strict confidentiality.

You will work closely with the Executive Assistant to ensure seamless coordination between personal and office responsibilities, while managing schedules, travel and documentation with professionalism and discretion.

Qualifications

• 2-8 years of relevant experience.
• Male candidates only.
• Willingness to travel extensively, including internationally.
• Diploma/Degree in Hotel Management or Hospitality will be preferred.

Responsibilities

• Provide hands-on personal and shadow support to the Managing Director.
• Coordinate travel arrangements and personal requirements with discretion.
• Maintain confidentiality and manage expenses with proper documentation.
• Coordinate with household staff and vendors to ensure smooth operations.

Skills

English

Hindi

Marathi/Gujarati

Coordination

Time management

Confidentiality

MS Office

Education

Diploma/Degree in Hotel Management

Tools

MS Word

Excel

PowerPoint

Google Workspace

Zoom

WhatsApp Business

Job description

JOB DESCRIPTION Personal Assistant to Managing Director

1. Position Details

Position Personal Assistant to Managing Director

Location Chembur, Mumbai

Experience 2-8 years of relevant experience

Gender Male

Travel Requirement Extensive domestic and international travel, as required

2. Role Overview

We are seeking a discreet, dependable, well-groomed and highly organised Personal Assistant to the Managing Director to provide comprehensive support across the MD s personal, residential, travel and day-to-day logistical requirements.

The individual will work closely with the Executive Assistant to the Managing Director, ensuring seamless coordination between the MD s personal requirements and office-related responsibilities.

The role involves managing personal arrangements, residence and household coordination, travel logistics, vendor and staff coordination, task follow-ups and other requirements entrusted by the MD. The individual must demonstrate exceptional confidentiality, service orientation, attention to detail, flexibility, professionalism and follow-through.

3. Key Responsibilities

A. Personal Executive Support

• Provide hands-on personal and shadow support to the Managing Director as required.
• Accompany the MD to meetings, events, project visits, travel and other engagements whenever required.
• Coordinate the MD s day-to-day personal requirements, including meals, clothing, documents, electronic devices, refreshments and travel essentials.
• Coordinate with the chef regarding meals, dietary preferences and other food-related requirements.
• Anticipate the MD s practical and personal requirements and ensure timely arrangements.
• Keep the MD informed about schedules, timings, movements, visitors and immediate personal commitments.
• Receive verbal instructions from the MD, record them accurately and communicate office-related requirements to the Executive Assistant.
• Handle authorised personal purchases, reservations, deliveries and other personal requirements.
• Maintain proper records of bills, receipts and supporting documents related to purchases and expenses.

B. Residence Household Management

• Ensure the MD s residence is maintained in a clean, organised, presentable and fully functional condition.
• Supervise household staff, drivers, security personnel and service vendors.
• Prepare and maintain duty rosters, leave schedules and backup arrangements for household staff.
• Ensure guest rooms, dining areas, wardrobes, vehicles and personal-use areas are prepared as per the MD s and family s requirements.
• Coordinate maintenance, repairs, preventive servicing, pest control, housekeeping, laundry, pantry and household inventory.
• Maintain records of household assets, warranties, AMC contracts, keys, access cards, subscriptions and recurring payments.
• Coordinate formal and informal guest arrangements, including reception, seating, meals, refreshments and specific preferences.
• Monitor household expenses, petty cash and vendor bills, wherever required.
• Prepare and submit organised expense statements along with relevant supporting documents.

C. Travel Movement Coordination

• Coordinate travel arrangements in consultation with the Executive Assistant, including flights, hotels, vehicles, airport assistance and local transportation.
• Ensure timely preparation of luggage, clothing, documents, electronic devices, chargers, personal belongings and destination-specific requirements.
• Coordinate with the EA or authorised travel coordinator regarding passports, visas, tickets, insurance and other travel documentation.
• Conduct advance checks of hotel rooms, vehicles, food preferences, meeting locations, local contacts and security arrangements, wherever required.
• Remain reachable throughout travel and respond promptly to schedule changes or unforeseen requirements.
• Communicate changes in the MD s schedule, movements or office-related instructions to the Executive Assistant without delay.
• Maintain accurate records of travel-related expenses, receipts and reimbursement documentation.

D. Coordination with the Executive Assistant

• Receive the MD s confirmed daily schedule, travel plans, meeting priorities and required documents from the Executive Assistant.
• Provide real-time updates to the EA regarding the MD s movements, delays, schedule changes, verbal instructions and follow-up requirements.
• Coordinate document handovers, signatures, meeting files, calls and other office-related requirements of the MD.
• Ensure that business meetings, commitments or decisions are not independently altered or communicated without appropriate authorisation.
• Route all office-related decisions and commitments through the Executive Assistant.
• Maintain clear and consistent communication with the EA and relevant stakeholders.
• Avoid issuing parallel instructions to office teams unless specifically authorised.
• Maintain complete confidentiality regarding all personal and professional information.

E. Follow-Up Task Management

A key responsibility of this role will be to ensure effective follow-up and complete closure of tasks assigned by the MD or the Executive Assistant.

The individual will be expected to:

• Record important tasks, instructions and commitments accurately.
• Identify the person responsible for each task and establish expected timelines.
• Proactively follow up on assigned responsibilities.
• Monitor deadlines and completion status.
• Provide timely updates on pending and completed tasks.
• Identify delays, dependencies and potential issues in advance.
• Escalate matters that may impact the MD s schedule or commitments.
• Ensure tasks are followed through to actual completion rather than merely receiving an acknowledgement.

F. Confidentiality, Integrity Discretion

• Maintain the highest level of confidentiality regarding the MD s personal life, family, business matters, meetings, discussions, travel and other sensitive information.
• Exercise sound judgement regarding information that may or may not be shared.
• Ensure that the MD s personal or professional matters are not discussed with household staff, outsiders or unauthorised individuals.
• Demonstrate complete integrity, discretion and professionalism at all times.
• Maintain a high level of trust and maturity while handling sensitive responsibilities.

4. Key Skills Competencies

• Excellent spoken and written English communication skills.
• Strong Hindi communication skills.
• Knowledge of Marathi and/or Gujarati will be an added advantage.
• Strong coordination, follow-up and stakeholder-management skills.
• Excellent organisational and time-management abilities.
• High attention to detail with the ability to anticipate requirements.
• Strong service orientation and professional etiquette.
• Ability to remain calm, composed and solution-oriented under pressure.
• Flexibility to work long or irregular hours as required.
• Proficiency in MS Word, Excel and PowerPoint.
• Working knowledge of Google Workspace, Zoom, WhatsApp Business, email and other digital communication tools.
• Comfort with using iPhone and MacBook.
• Ability to maintain basic Excel trackers, expense statements and reports.

5. Target Candidate Profile

We are looking for a well-groomed, service-oriented, trustworthy and dependable professional with 2-8 years of relevant experience in one or more of the following environments:

• Executive Butler
• Personal Assistant
• House Manager
• Senior Hospitality Professional
• Family Office Support
• Luxury Residence Management
• Premium Hotel / Private Club
• Aviation / VIP Service Environment

Candidates with prior experience supporting a Promoter, Business Owner, Senior Executive, UHNI Family or High-Profile Individual will be preferred.

The candidate should ideally have practical exposure to:

• Household and residence management
• Executive and personal assistance
• Formal dining and guest handling
• Wardrobe and luggage management
• Travel and movement coordination
• Vendor management
• Household staff coordination
• Expense management and documentation
• Executive-level service and etiquette
• Confidential and discreet handling of sensitive information

6. Additional Requirements

• Male candidates only.
• Preferably up to 35 years of age, with flexibility for the right candidate.
• Diploma/Degree in Hotel Management or Hospitality will be preferred.
• Valid passport is mandatory/preferred due to potential international travel requirements.
• Willingness to travel extensively, including internationally.
• Valid driving licence will be an added advantage.
• Must be comfortable working flexible schedules, including extended or irregular working hours when required.
• Bachelor accommodation facility is available.

7. Ideal Candidate Attributes

Discreet | Dependable | Well-Groomed | Service-Oriented | Highly Organised | Proactive | Flexible | Trustworthy | Well-Communicated | Detail-Oriented | Calm Under Pressure

8. Key Success Factors

• A high level of personal integrity and discretion.
• Strong service orientation and executive etiquette.
• Ability to anticipate requirements rather than simply respond to instructions.
• Excellent follow-up and task-closure discipline.
• Ability to manage multiple personal, residential and travel-related priorities simultaneously.
• Seamless coordination with the Managing Director, Executive Assistant, household staff, vendors and other stakeholders.
• Complete willingness to handle hands-on responsibilities with professionalism and maturity.

Role Nature

This is a high-trust, hands-on Personal Assistant role requiring close coordination with the Managing Director and Executive Assistant. The position involves managing both personal and residential requirements, along with travel, logistics, follow-ups and day-to-day support.

The ideal candidate should be comfortable working in a demanding, service-oriented environment where discretion, reliability, flexibility, responsiveness and attention to detail are critical.