Job DescriptionExecutive Personal Secretary & Executive Manager

Location: Mumbai, Maharashtra, India

Employment Type: Full-Time

Reports To: Principal / Employer

About the Role

We are seeking a highly organised, trustworthy, and proactive Executive Personal Secretary & Executive Manager to provide comprehensive executive and personal support to a High-Net-Worth Individual (HNI). This is a position of exceptional trust that requires absolute discretion, integrity, and professionalism.

The successful candidate will have access to highly confidential personal, financial, commercial, and operational information and will be expected to maintain strict confidentiality throughout and beyond the course of employment.

Key ResponsibilitiesExecutive Support

Manage complex calendars, appointments, meetings, and daily schedules.

Coordinate domestic and international travel, including flights, hotels, visas, transport, and itineraries.

Prepare meeting agendas, presentations, reports, and correspondence.

Organise confidential documents, records, and digital files.

Act as the first point of contact for business and personal communications.

Screen emails, calls, and messages, ensuring timely follow-up.

Business Administration

Liaise professionally with lawyers, accountants, consultants, banks, government authorities, and business partners.

Coordinate meetings with clients, suppliers, and stakeholders.

Assist with document preparation, filing, and compliance administration.

Monitor action items and ensure deadlines are met.

Support project coordination and operational activities as required.

Personal & Family Office Support

Coordinate household administration, vendors, and service providers.

Manage personal appointments and reservations.

Assist with lifestyle management, travel arrangements, and logistics.





Coordinate family schedules where required.

Supervise external assistants or service providers when instructed.

Confidential Information Management

Handle sensitive personal, financial, commercial, legal, and operational information with absolute confidentiality.

Maintain secure digital and physical records.

Ensure confidential information is never disclosed to unauthorised individuals.

Immediately report any suspected data breach, security concern, or unauthorised request for information.

Operational Support

Assist with event planning and executive functions.

Maintain organised filing systems and digital workflows.

Perform additional lawful duties reasonably connected with the position.

Required Qualifications

Bachelor's degree preferred.

Minimum 3 years' experience as an Executive Assistant, Personal Assistant, Executive Secretary, or similar role.

Excellent verbal and written English.

Strong organisational and time management skills.

High proficiency in Microsoft Office and Google Workspace.

Comfortable learning and using AI productivity tools and workflow software.

Excellent attention to detail.

Ability to multitask under pressure.

Qualified appearance and demeanour.

Essential Attributes The ideal candidate will demonstrate:

Exceptional integrity and discretion.

Absolute respect for confidentiality.

Sound judgement and maturity.

Strong problem-solving ability.

Initiative and ownership.

Calm and professional communication.





Flexibility to accommodate urgent business requirements and occasional travel.

Ability to maintain composure when handling sensitive matters.

Confidentiality Requirements

Due to the nature of this role, the successful candidate will:

Sign a comprehensive Confidentiality and Non-Disclosure Agreement prior to employment.

Be entrusted with confidential personal, family, commercial, financial, travel, legal, and security-related information.

Be expected to maintain confidentiality indefinitely, including after employment ends.

Be prohibited from using confidential information for personal benefit or disclosing it without written authorisation.

Authority & Limitations

This position is administrative and executive in nature.

Unless specifically authorised in writing, the employee may not:

Enter into contracts.

Commit expenditure.

Make public statements.

Negotiate commercial agreements.

Sign legal or financial documents.

Represent the Principal in legally binding matters.

Working Hours

Monday to Friday (with flexibility based on executive requirements).

Reasonable availability outside standard office hours for urgent matters, executive travel, or time-sensitive business needs.

Compensation

Competitive salary based on experience.

Performance-based annual review.

Statutory benefits in accordance with Indian labour laws.

Opportunities for professional development.

Ideal Candidate

This role is best suited to someone who understands that being an Executive Personal Secretary is far more than managing calendars. You will become a trusted extension of the Principal's office, ensuring seamless coordination across business and personal matters while exercising the highest standards of confidentiality, professionalism, and loyalty.

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