Personal Assistant

Personal Assistant to Founder / Executive PA

Position: Personal Assistant to Founder

Department: Executive Office / Founder’s Office

Employment Type: Full-Time

Location: Mumbai / Travel as Required

Reporting To: Founder & CEO

About the Role

We are looking for a highly organised, proactive, trustworthy, and detail-oriented Personal Assistant to the Founder who can manage and coordinate the Founder’s day-to-day professional and personal requirements.

This is a high-responsibility executive role. The ideal candidate should be capable of managing multiple priorities simultaneously, coordinating with salons, hotels, restaurants, travel partners, vendors, staff, clients, and internal teams, while ensuring that the Founder’s schedule and daily requirements run smoothly.

The PA should not wait for instructions for every task. They should be able to anticipate requirements, take ownership, follow up, solve problems, and keep the Founder organised.

Key Responsibilities

1. Founder’s Daily Schedule Management

• Manage the Founder’s complete daily calendar and schedule.
• Schedule meetings, appointments, calls, personal commitments and business commitments.
• Coordinate timings between multiple locations and appointments.
• Send reminders and prepare the Founder for upcoming meetings and commitments.
• Maintain a daily agenda and communicate important priorities every morning.
• Prevent scheduling conflicts and unnecessary time gaps.
• Reschedule appointments and meetings when required.
• Ensure the Founder knows where they need to be, at what time, and what is required for each commitment.

2. Salon Management & Bookings

Manage all salon-related appointments and requirements for the Founder, including:

• Hair appointments
• Grooming appointments
• Facial / skincare appointments
• Spa appointments
• Massage appointments
• Nail appointments
• Beauty and wellness appointments
• VIP / premium salon bookings
• Appointment confirmations and cancellations
• Coordinating with salon managers and staff
• Tracking appointment timings
• Arranging preferred professionals whenever possible
• Maintaining a record of preferred salons, therapists, stylists and service providers

The PA should proactively manage upcoming grooming and wellness requirements rather than waiting for the Founder to ask.

3. Hotel & Travel Management

Take complete responsibility for the Founder’s hotel and travel requirements.

Hotels

• Research and book hotels.
• Manage luxury / premium hotel reservations.
• Coordinate early check-in and late check-out.
• Request room preferences.
• Coordinate upgrades wherever possible.
• Manage special requests and amenities.
• Communicate with hotel management and concierge teams.
• Maintain preferred hotel information.
• Handle cancellations, modifications and refunds.

Flights & Travel

• Search and coordinate flight options.
• Manage flight bookings and changes.
• Arrange airport transfers.
• Coordinate drivers and transportation.
• Prepare travel schedules.
• Maintain complete travel itineraries.
• Coordinate visas and travel documentation when required.
• Track check-in times and important travel deadlines.
• Coordinate luggage / special travel requirements.

4. Restaurant & Event Reservations

• Book restaurants for business meetings, dinners and personal occasions.
• Coordinate preferred tables and seating requirements.
• Manage VIP bookings.
• Confirm reservations before arrival.
• Research suitable restaurants based on the Founder’s requirements.
• Arrange private dining, events and special occasions when required.
• Maintain a database of preferred restaurants and contacts.

5. Personal Errands & Day-to-Day Requirements

The PA may be responsible for coordinating a wide range of day-to-day requirements, including:

• Shopping
• Deliveries
• Courier arrangements
• Gift purchases
• Clothing / wardrobe requirements
• Dry cleaning
• Car-related requirements
• Driver coordination
• Household-related coordination
• Personal appointments
• Document collection and delivery
• Vendor coordination
• Event arrangements
• Personal purchases
• Last-minute requirements

The PA must be comfortable handling last-minute and urgent requests professionally.

6. Communication & Follow-Ups

• Coordinate with vendors, hotels, restaurants, salons, drivers, staff and external partners.
• Make calls and send messages on behalf of the Founder when authorised.
• Follow up on pending tasks until completion.
• Maintain a list of outstanding requirements.
• Ensure nothing is forgotten or left incomplete.
• Escalate important matters to the Founder immediately.
• Keep communication professional and confidential.

7. Meeting & Business Support

• Schedule business meetings.
• Coordinate meeting locations.
• Arrange conference rooms and hospitality.
• Prepare meeting schedules.
• Maintain a list of upcoming meetings.
• Follow up on action items when required.
• Coordinate with internal departments and external stakeholders.
• Help ensure the Founder is fully prepared before important meetings.

8. Personal Calendar & Important Dates

Maintain and manage:

• Birthdays
• Anniversaries
• Important personal dates
• Business events
• Appointments
• Travel dates
• Meetings
• Hotel check-ins/check-outs
• Renewals
• Payments and deadlines
• Events and invitations

The PA should proactively remind the Founder about important upcoming dates.

9. Digital & Administrative Management

The PA should be comfortable using:

• Google Calendar
• Gmail
• WhatsApp
• Google Drive
• Excel / Google Sheets
• Notion or similar productivity tools
• Booking platforms
• Travel platforms
• Hotel platforms
• Maps and navigation
• AI tools such as ChatGPT

The PA will maintain organised digital records and ensure important information is easily accessible.

10. Daily Reporting

At the beginning of each day, provide the Founder with a concise overview of:

Today

• Meetings
• Appointments
• Travel
• Bookings
• Important calls
• Deadlines
• Personal commitments

Pending

• Unfinished tasks
• Follow-ups
• Confirmations
• Payments
• Bookings

Upcoming

• Tomorrow’s schedule
• Upcoming travel
• Important meetings
• Appointments
• Events

At the end of the day, ensure that important pending tasks are carried forward.

Expected Working Style

The ideal PA should:

• Think ahead.
• Be extremely organised.
• Be available when required.
• Be comfortable with a fast-paced environment.
• Handle pressure calmly.
• Solve problems independently.
• Follow up relentlessly.
• Have excellent communication skills.
• Be extremely discreet and trustworthy.
• Maintain complete confidentiality.
• Be flexible with timings when the Founder’s schedule requires it.
• Be comfortable handling both professional and personal responsibilities.
• Have excellent attention to detail.
• Understand priorities without needing constant supervision.

Proactive Mindset

The expectation is not:

“Tell me what I should do.”

The expectation is:

“I have checked everything, these are the options, I recommend this one, and I have already coordinated it.”

Confidentiality & Trust

Because this role will involve access to the Founder’s personal and professional information, the candidate must maintain strict confidentiality.

The PA may have access to:

• Personal schedules
• Travel information
• Business information
• Client information
• Financially sensitive information
• Personal contacts
• Private conversations
• Hotel and travel details
• Personal preferences

Confidential information must never be shared with any unauthorised person.

Candidate Requirements

Must Have

• 2–5+ years of experience as a Personal Assistant, Executive Assistant, Executive Secretary, Concierge, Luxury Hospitality professional or similar role.
• Excellent English communication.
• Strong Hindi communication.
• Excellent organisational skills.
• Strong phone and WhatsApp communication.
• Good knowledge of Mumbai.
• Comfortable using Google Calendar and digital tools.
• Strong follow-up skills.
• Ability to multitask.
• Ability to work under pressure.
• Professional appearance and behaviour.
• High level of discretion and confidentiality.
• Willingness to travel when required.

Preferred

Experience in:

• Luxury hotels
• Hospitality
• Executive assistance
• Celebrity / VIP management
• Luxury lifestyle management
• Corporate executive support
• Travel management
• Concierge services
• High-profile client management

Personal Qualities

We are looking for someone who is:

Reliable • Proactive • Smart • Discreet • Organised • Presentable • Fast • Resourceful • Calm Under Pressure • Detail-Oriented • Trustworthy

The right person should become the Founder’s central point of coordination, ensuring that everyday professional and personal requirements are handled efficiently.

Success in This Role

A successful PA should make the Founder’s life simpler, more organised and more efficient.

The Founder should not need to remember:

• Where the next appointment is
• What time the flight is
• Whether the hotel is confirmed
• Whether the salon appointment is booked
• Whether the driver has arrived
• Whether the restaurant reservation is confirmed
• Which tasks are still pending
• What meetings are scheduled tomorrow

The PA should already know, track and manage these things.

Core Objective

“Manage everything that can be managed, anticipate what is coming next, and make sure nothing important is missed.”