Personal Operations Associate

I am looking for a highly organised, resourceful and tech-savvy individual to help manage a wide range of personal, household, financial-administrative and property-related tasks.

This is not a conventional secretary or calendar-management role.

The role is for someone who enjoys figuring things out, can take a loosely defined problem and turn it into a completed outcome, and is comfortable dealing with everything from vendors and government websites to spreadsheets, bank statements, household purchases and property administration.

You will be encouraged to use tools such as ChatGPT, Gemini, Claude, Google, Excel and other software to work faster and more effectively. The ideal person is someone I can gradually trust with a problem and say: "Please figure this out and get it done."

What you might work on

The work will vary significantly from week to week. Examples include:

• Managing property-related administration, including maintenance bills, property tax and other payments
• Organising bank or credit-card statements and categorising expenses
• Reviewing transactions and flagging unusual or potentially incorrect charges
• Following up with banks, insurance companies, utility providers or service providers
• Booking hotels and flights by researching available cash/miles options, and using judgment to make decision
• Comparing quotes and negotiating with vendors
• Organising documents and maintaining digital records
• Researching unfamiliar administrative questions and presenting a recommendation
• Coordinating appointments, deliveries and service visits
• Tracking ongoing tasks and following up until they are completed
• Visiting a property, shop, bank, government office or vendor when something cannot be resolved remotely
• Understanding an air-conditioning AMC, checking exactly what it covers and comparing alternative plans
• Coordinating repairs, installations and household vendors
• Helping manage miscellaneous personal projects and errands

There may also occasionally be more traditional PA work such as bookings, scheduling and coordination, but that is not the primary purpose of the role.

What I am looking for

The most important qualities are:

• Extremely organised
• High level of ownership
• Strong follow-through
• Comfortable working independently
• Resourceful and good at figuring out unfamiliar problems
• Excellent attention to detail
• Comfortable speaking to vendors and service providers
• Confident using technology
• Strong written and spoken English
• Comfortable communicating in Hindi
• Good with Google Sheets / Excel
• Comfortable using AI tools such as ChatGPT
• Able to communicate information clearly and concisely
• Sensible judgment around confidential information
• Comfortable working across many unrelated tasks

You do not need to already know how to do every task listed above. I care much more about whether you know how to work out the answer.

Ideal background

Relevant backgrounds could include:

• Operations
• Founder's office
• Executive Assistant
• Personal Assistant
• Business Operations
• Administrative Operations
• Family office
• Startup operations
• Hospitality or concierge operations

Approximately 1 to 5 years of relevant experience would be useful, although exceptional candidates outside this range are welcome to apply. A bachelor's degree is preferred.

What good performance looks like

If I give you a task such as: "Please figure out whether I should renew this AC AMC", I do not want someone who simply forwards me the brochure. I would expect you to:

1. Understand the existing contract
2. Identify what is and is not covered
3. Work out what information is missing
4. Speak to the company if necessary
5. Compare the price against alternatives
6. Identify any risks or catches
7. Give me a concise recommendation
8. Handle the next steps once I approve the decision

Similarly, if a vendor says they will come on Tuesday, I should not need to remember on Tuesday to ask whether they came. You should own the follow-up.

Working style

The role will be based in Mumbai and will require a combination of desk-based work and occasional work outside the office/home. Some tasks can be completed remotely, while others may require visiting properties, vendors, banks, shops or government offices. The role therefore suits someone who is comfortable being hands-on.

AI and technology

AI usage is actively encouraged. You should be comfortable using ChatGPT or similar tools to:

• Research unfamiliar topics
• Analyse documents
• Summarise contracts
• Compare options
• Draft communications
• Organise information
• Analyse spreadsheets
• Create checklists
• Work through administrative processes

Good judgment is still essential. AI output should be checked rather than blindly relied upon.

Confidentiality

The role will eventually involve access to sensitive personal, financial and property-related information. Discretion, confidentiality and good judgment are therefore extremely important. Access to sensitive systems will be provided gradually and based on trust and experience.