Executive Assistant cum Admin Associate

Reporting To:Directors

Location:Mumbai, India

Engagement Type:Full-time, On-site

Experience Required:3 - 6 years

Industry:Events / Hospitality / Luxury Weddings

About the Role

This is not a junior support role. We are looking for a self-starter who anticipates needs, manages multiple parallel workstreams, and operates with discretion and judgment.

Key ResponsibilitiesCalendar and Schedule Management
- Own and manage the principal's calendar across professional and personal commitments
- Schedule and coordinate meetings, calls, reviews, and appointments
- Send daily and weekly priority briefings
- Maintain a structured to-do system and ensure no commitment is missed
- Set reminders for deadlines, follow-ups, and recurring obligations

Travel Coordination
- Plan and book all domestic and international travel, including flights, hotels, and ground transport
- Manage visas, forex, and travel documentation
- Build detailed itineraries accounting for meetings, layovers, and on-ground logistics




- Maintain a central travel folder with all tickets, confirmations, and emergency contacts
- Manage real-time disruptions including cancellations, delays, and rebookings

Payments and Personal Finance Administration
- Maintain a structured payments calendar for credit cards, course fees, insurance, EMIs, subscriptions, qualified memberships, and recurring obligations
- Flag dues at least 7 days in advance
- Coordinate with the family chartered accountant and finance team where required
- Track expense submissions, reimbursements, and receipts
- Maintain organised digital records of invoices, statements, and tax documents
- This role involves tracking and reminders only, not transaction authorisation or handling of banking credentials

Document and Information Management
- Organise contracts, agreements, vendor documents, and reference materials
- Maintain master contact databases for vendors, clients, hotels, and personal contacts
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