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, professional 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
- Keep personal credentials and IDs (passport, driving license, Aadhaar, PAN, insurance) current and accessible

Vendor and Stakeholder Follow-Up

- Follow up on the principal's behalf with vendors, hotels, internal team members, and external partners
- Maintain a live tracker of open items and pending deliverables
- Send professional, well-drafted reminders and follow-ups
- Escalate matters appropriately

Communication Support

- Triage incoming communication by priority and required action
- Maintain a "waiting on" list of items expected from others

Personal Admin

- Manage personal administrative tasks including medical appointments, fitness commitments, gifting, reservations, household service coordination, and ad hoc personal requests
- Liaise with household staff and family members where relevant
- Maintain visibility on personal priorities and surface them at the right moment

Project and Event Support

- During active wedding execution periods, provide on-call administrative support including printing, courier coordination, last-minute bookings, document collation, and expense tracking
- Occasional in office presence may be required during peak wedding weeks

Required QualificationsExperience

- 3 to 6 years in an Executive Assistant,



Chief of Staff, or senior administrative role
- Prior experience supporting a founder, partner, or senior business operator preferred
- Background in hospitality, events, weddings, family office, or other high-tempo service industries is a plus, but not mandatory

Technical Skills

- Strong proficiency in Google Workspace (Calendar, Gmail, Drive, Sheets, Docs)
- Comfortable with Microsoft Excel, including basic formulas, filters, and tracking sheets
- Familiar with calendar management tools, expense tracking apps, and digital filing systems
- Proficient in WhatsApp Business and standard communication platforms

Communication

- Excellent written and spoken English
- Ability to draft polite, well-structured correspondence independently

Personal Attributes

- Highly organised with strong attention to detail
- Proactive - anticipates needs and surfaces issues before they escalate
- Discreet and able to handle confidential professional and personal information with absolute integrity
- Calm under pressure, especially during compressed timelines
- Comfortable holding multiple parallel workstreams without losing track
- Strong judgment on when to act independently versus when to escalate
- Reliable, punctual, and accountable

Logistical Requirements

- Based in Mumbai or willing to relocate
- Available across standard working hours with flexibility for occasional early mornings, late evenings, or weekend responsiveness during event weeks
- Comfortable with the unconventional rhythm of the wedding industry

What We Offer

- Direct exposure to founder-level operations at an established luxury wedding planning firm
- Structured growth in scope and responsibility based on performance
- Competitive compens

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