JD for Executive Assistant & Estate Coordinator
Role Overview
We are seeking a highly seasoned, proactive, and sophisticated Executive Assistant (EA) preferable Male, to provide comprehensive, 360-degree support to a group MD
The ideal candidate will not only manage the Principal's complex professional and personal calendar, travel, and appointments but will also act as the central anchor managing the administrative staff responsible for the Principal's 4–5 private estates, guest hospitality, and Annual Maintenance Contracts (AMCs) of capital equipment & services.
- Position: Executive Assistant / Estate Operations Lead
- Location: Ahmedabad
- Experience Level: 8–12+ years of experience into Operations, EA & Admin
Key Responsibilities
1. Executive & Personal Support (The Core PA Role)
- Calendar & Appointment Management: Act as the ultimate gatekeeper, managing a complex, ever-changing calendar with precision.
- Travel & Logistics: Coordinate seamless domestic and international travel itineraries, including private aviation, luxury accommodations, visas, and ground transportation.
- Communication Link: Manage incoming correspondence, emails, and calls; draft high-level communications on behalf of the Principal.
2. Estate & Asset Oversight (The Management Role)
- Team Leadership: Supervise and guide the existing administrative staff who handle day-to-day estate bookings, guest management, and hospitality.
- Vendor & AMC Management: Oversee the administration team to ensure all Annual Maintenance Contracts (AMCs) for 4–5 estates (e.g., security, HVAC, landscaping, tech infrastructure) are tracked, renewed, and executed flawlessly.
- Financial Oversight: Review estate expenses, bills, and budgets presented by the admin team before sending them to the Principal or finance department for approval.
3. Guest & Event Hospitality
- Ensure the admin team prepares estates to the highest standards for arriving guests or private events.
- Troubleshoot high-level logistical issues regarding guest bookings and VIP hospitality.
Required Skills & Experience
- Experience: Minimum 8+ years as a senior EA or Lifestyle Manager for high-profile individuals, corporate leaders, or family offices.
- Leadership Persona: Proven experience managing or supervising junior administrative/estate staff.
- Tech-Savvy: Proficiency in modern scheduling tools, project management software, and communication platforms (to help modernize the retiring PA's workflow).
- Discretion: Absolute commitment to confidentiality, privacy, and diplomatic communication.
- Problem-Solving: A no task is too big or too small attitude with the ability to think three steps ahead.
