Personal Assistant

Collective Artists Network; Mumbai; On-site; INR 400,000 - 660,000; Full time

Job summary

Collective Artists Network in Mumbai seeks a highly organized Personal Assistant to oversee day-to-day personal, household, and administrative duties. The role requires discretion, proactive scheduling, and seamless coordination with executives and staff.

You will manage calendars, travel arrangements, vendor relations, and household operations, while keeping records, budgets, and important dates meticulously organized.

Qualifications

• Must have prior experience as a Personal Assistant, Executive Assistant, House Manager or similar role.
• Excellent organizational and multitasking skills are essential.
• Strong communication and interpersonal abilities are required.
• 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 needs when required.

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 for the 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 stakeholders.
• Maintain records, documents, bills, receipts and personal files in an organized manner.

Job description

We are looking for a highly organized, discreet, and proactive Personal Assistant to oversee day-to-day personal, household, and administrative responsibilities. This role requires someone who can seamlessly manage schedules, coordinate household operations, handle vendors and staff, and ensure everything runs efficiently. The ideal candidate is detail-oriented, resourceful, trustworthy, and able to anticipate needs while maintaining complete confidentiality.

Key Responsibilities:

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

House Management Responsibilities:

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

Candidate Requirements

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

Preferred Qualities

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