Job Description Executive Assistant (Private Office) Position

Executive Assistant

Location

Gurugram, with occasional travel to Delhi and other locations as required

Reporting To

Director / Principal

Employment Type

Full-Time

About the Role

We are seeking a highly organized, proactive, and service-oriented Executive Assistant to provide end-to-end executive and lifestyle support to a senior executive. This role demands exceptional attention to detail, discretion, planning ability, and the capability to anticipate requirements before they arise.

The ideal candidate should be capable of managing complex travel logistics, executive scheduling, confidential information, personal administration, vendor coordination, and residence-related matters while ensuring seamless execution of all assignments.

Key Responsibilities Executive & Calendar Management

- Manage and maintain the executives complex calendar and appointments.

- Coordinate meetings, commitments, and scheduling across multiple stakeholders.

- Prioritize appointments and ensure efficient time management.

- Handle confidential correspondence and executive communications.

Travel Management

Plan and execute domestic and international travel arrangements, including:

- Flight bookings

- Hotel reservations

- Ground transportation

- Visa support (where applicable)

- Itinerary preparation

- Vendor coordination

Ensure every journey is meticulously planned and executed.

Travel Coordination

- Communicate travel preferences with hotels, airlines, restaurants, and transport providers.

- Ensure dietary preferences and special requirements are accommodated.

- Coordinate airport transfers and local transportation.

- Monitor reservations and manage amendments or cancellations.

- Verify hotel invoices and negotiated rates before checkout.

- Maintain relationships with travel partners and hospitality providers.

Hospitality & Lifestyle Coordination
- Arrange restaurant reservations and dining experiences.

- Coordinate hospitality arrangements for business and personal engagements.





- Ensure executive preferences are consistently communicated and delivered.

- Organize lifestyle requests as required.

Information & Database Management

Maintain organized records including:

- Travel itineraries

- Expense records

- Vendor database

- Hotel and airline contacts

- Professional and personal contacts

- Key dates (birthdays, anniversaries, etc.)

- Executive preferences

- Dining preferences

- Loyalty memberships

- Travel history

Maintain complete confidentiality of all information.

Gift & Personal Coordination

- Coordinate festive gifting, handwritten notes, flowers, and special occasion arrangements.

- Track important dates and proactively remind the executive.

- Coordinate end-to-end delivery of gifts and personal correspondence.

Expense Management
- Prepare and track travel expenses.

- Coordinate billing across multiple business entities where required.

- Monitor reimbursements and payment status.

- Ensure negotiated rates and applicable discounts are utilized.

Loyalty Programme Management

Maintain executive memberships across:

- Airlines

- Hotels

- Clubs

- Travel programmes

Responsibilities include:

- Tracking loyalty points

- Monitoring expiry dates

- Recommending redemption opportunities

- Ensuring elite status benefits are applied during bookings

Residence & Personal Administration

Provide administrative support related to the executives residence, including:

- Coordinating with household staff

- Liaising with vendors and service providers

- Assisting with online purchases

- Monitoring execution of residence-related tasks

- Supporting lifestyle and personal requirements

- Visiting the residence when necessary

Cross-Functional Coordination




- Work closely with internal teams to ensure smooth execution of assignments.

- Coordinate with external vendors, hospitality partners, and service providers.

- Maintain strong professional relationships across stakeholders.

Desired Skills
- Exceptional organizational and planning abilities

- Strong attention to detail

- Excellent verbal and written communication skills

- High level of discretion and confidentiality

- Strong interpersonal and relationship management skills

- Ability to anticipate needs and solve problems proactively

- Ability to multitask in a fast-paced environment

- Strong negotiation and vendor management skills

- High ownership and accountability

- Professional grooming and presentation

Qualifications
- Bachelors degree in any discipline.

- Experience supporting senior executives, UHNW families, family offices, or leadership teams will be preferred.

- Prior experience in luxury hospitality, executive assistance, concierge services, or lifestyle management will be an added advantage.

Preferred Experience
- 5 10 years of experience as an Executive Assistant, Personal Assistant, Chief of Staff, Lifestyle Manager, or in a similar executive support role.

- Experience managing complex domestic and international travel.

- Exposure to luxury hospitality, private residences, family offices, or high-net-worth individuals is highly desirable.

Ideal Candidate Profile

The successful candidate is highly service-driven, detail-oriented, and capable of operating independently with minimal supervision. They possess exceptional planning skills, anticipate requirements before they arise, maintain absolute confidentiality, and consistently deliver a seamless executive support experience while upholding the highest standards of professionalism.

Disclaimer: This job posting has been aggregated from external source. Role details, content, and availability are subject to change. Applicants are advised to confirm the latest information directly on the company website before applying.

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