Job Role Executive Assistant & Estate Manager We are looking for an experienced and highly organized Executive Assistant & Estate Manager to provide executive support to the Resident Head / Building Owners and manage the day-to-day operations of a privately owned residential property in Juhu Scheme, Mumbai.

Key Responsibilities Executive Assistance:

Manage owners’ calendars, appointments, meetings, and daily schedules.

Identify scheduling conflicts and confirm arrangements in advance.

Track deadlines, pending tasks, and follow-ups.

Provide regular status updates without being prompted.

Arrange domestic and international travel.

Manage flights, visa applications, hotel bookings, ground transportation, and itineraries.

Handle last-minute travel changes and cancellations.

Maintain passport details, visa validity dates, renewal timelines, and frequent-flyer records.

Draft letters, notices, invitations, and other formal communications.

Manage authorized emails and messages.

Sort, prioritize, and draft replies where required.

Prepare agendas, meeting notes, minutes, presentations, and summary documents.

Maintain confidential personal and household records.

Track insurance policies, licences, memberships, subscriptions, and statutory documents.

Coordinate with chartered accountants, legal advisors, bankers, consultants, and other professionals.

Maintain organized physical and digital filing systems.

Assist with administrative matters related to other residences, business interests, and personal affairs.

Coordinate household staff schedules and payments when required.

Coordinate meetings, correspondence, records, and follow-ups related to the Mumbai Rotary Club.





Estate & Property Management Oversee the daily operation, upkeep, and maintenance of the residential building.

Ensure common areas, utilities, lighting, and equipment remain in working condition.

Handle tenant queries and resident complaints.

Record actions taken on tenant and resident issues.

Conduct periodic inspections of the property.

Arrange repairs, renovation work, and preventive maintenance.

Advertise vacant units and arrange property viewings.

Complete tenant onboarding formalities.

Appoint and supervise vendors and service providers.

Coordinate plumbing, electrical, civil, fire safety, firefighting, pest control, IT/network, landscaping, and general maintenance services.

Maintain service contracts and annual maintenance contracts.

Monitor preventive maintenance schedules.

Ensure maintenance work is completed on time.

Staff Supervision & Security Supervise housekeeping personnel, security guards, gardeners, drivers, and maintenance staff.

Maintain staff attendance records.

Prepare duty rosters.

Manage staff leave.

Monitor staff performance.

Support salary disbursement and staff-related administration.

Ensure CCTV, security systems, and access-control systems are maintained.

Implement and monitor building security and safety protocols.

Respond to emergencies and coordinate with relevant agencies and service providers.





Remain available on call for urgent building requirements outside working hours.

Financial & Administrative Management Record and track rent collections.

Monitor utility bills, maintenance expenses, vendor payments, and operating costs.

Prepare budgets and expense statements.

Prepare variance reports and annual forecasts.

Submit periodic operational and financial reports to the owners.

Maintain records of invoices, contracts, warranties, service schedules, and statutory documents.

Resident Services Receive and distribute postal mail, couriers, and parcels.

Arrange restaurant reservations.

Arrange travel and hotel bookings.

Handle ticketing requirements.

Assist with guest arrangements and hospitality.

Compensation & Advantages Coordinate events and other requirements at the property.

Compensation will be based on experience and prevailing industry standards.

Performance-linked incentive or annual bonus based on defined performance measures.

One compensatory day off per week.

Dedicated cabin provided at the property.

Working Hours 9:00 AM – 6:00 PM 6 days a week. One compensatory day off during the week.

Availability on call required for building emergencies and urgent requirements.

Job Location

Rupani House, 1st Floor, #32, Ashok Nagar Society, 9th Road, Juhu Scheme, Mumbai – 400049 Reporting To Resident Head / Building Owners Application Process Send your CV along with:

Current compensation.

Expected compensation.

Email your application to [email protected] .

Applications are reviewed as they are received.

Only shortlisted candidates will be contacted.

📌 Executive Assistant & Estate Manager (Mumbai)
🏢 JobTrade
📍 Mumbai