Role Objective
To independently manage the day-to-day requirements of the household and principal, including household administration, staff supervision, travel arrangements, personal documentation, vehicles, purchases, bookings, loyalty programmes and other personal administrative requirements.
The person should be highly organised, trustworthy, discreet, proactive and technology-friendly, with the ability to anticipate requirements rather than merely respond to instructions.
Key Responsibilities
1. Household Management
* Overall day-to-day management of the residence.
* Supervision and coordination of household staff, including housekeeping staff, cooks, drivers and other support staff.
* Staff attendance, leave schedules, duty rosters and replacements.
* Ensuring cleanliness, maintenance and proper upkeep of the residence.
* Managing household inventories, including groceries, provisions, toiletries and other consumables.
* Procurement of household requirements and monitoring expenditure.
* Maintaining records of important household equipment, appliances and warranties.
* Coordinating repairs, AMC renewals, servicing and maintenance with vendors.
* Managing utility bills, subscriptions and other recurring household expenses.
* Maintaining good relationships with building/society management and service providers.
2. Personal Management & Administration
* Managing the Principal’s day-to-day personal administrative requirements.
* Maintaining important personal documents and records in an organised and confidential manner.
* Keeping track of renewals and expiry dates of passports, visas, insurance policies, memberships, subscriptions, licences and other documents.
* Coordinating appointments, reservations and personal engagements.
* Managing personal purchases, deliveries, couriers and returns.
* Maintaining appropriate records of personal expenses and payments.
* Liaising with banks, service providers, clubs, hotels, airlines and other organisations for routine matters.
* Maintaining confidentiality of all personal, family and financial information.
3. Complete Travel Management
The candidate should have strong hands-on experience in domestic and international travel planning.
Responsibilities will include:
* Planning complete domestic and international itineraries.
* Booking and managing air tickets, including Business/First Class travel where required.
* Comparing flight schedules, fares, cancellation/change conditions and routing options.
* Seat selection, online check-in and special travel requests.
* Hotel research, selection and reservations.
* Coordinating airport transfers, chauffeur services and local transportation.
* Restaurant reservations and other destination arrangements.
* Visa documentation and coordination with visa/travel agencies.
* Travel insurance arrangements.
* Maintaining copies of passports, visas, tickets, hotel confirmations and itineraries.
* Preparing a complete travel folder/itinerary before every trip.
* Monitoring flight schedule changes, cancellations and delays and arranging alternatives when necessary.
* Handling ticket changes, cancellations and refunds.
* Coordinating baggage-related matters or claims where necessary.
* Keeping track of international travel requirements and documentation.
4. Airline, Hotel & Credit Card Loyalty Programmes
A particularly important part of the role will be to actively manage and maximise travel and loyalty benefits, rather than simply maintaining membership numbers.
The candidate should:
* Maintain a complete database of airline frequent-flyer memberships.
* Maintain hotel loyalty memberships and status.
* Maintain relevant credit/debit card benefits and privileges.
* Track airline miles/points, hotel points, vouchers, free-night certificates and other benefits.
* Monitor expiry dates of points, miles, vouchers and certificates.
* Ensure the correct loyalty number is attached to every eligible booking.
* Ensure eligible airline miles and hotel points are correctly credited after travel.
* Follow up for missing miles/points.
* Understand airline and hotel status benefits and ensure they are utilised.
* Evaluate whether bookings should be made through points/miles or cash based on value.
* Assist with redemption of airline miles and hotel points.
* Track upgrade certificates, complimentary nights, lounge access and other benefits.
* Understand major credit-card travel benefits, including lounge access, hotel status, airline benefits, concierge services, travel insurance and reward-point transfers.
* Keep track of annual card benefits so that valuable benefits do not lapse unused.
* Maintain an organised Loyalty & Benefits Tracker covering membership numbers, status, points balances, expiry dates and available benefits.
5. Vehicles & Drivers
* Managing drivers, duty schedules and leave.
* Maintaining records of all household vehicles.
* Tracking insurance, PUC, servicing and other renewal dates.
* Coordinating vehicle servicing, repairs and maintenance.
* Maintaining FASTag and other vehicle-related accounts.
* Monitoring fuel and routine vehicle expenses.
* Ensuring vehicles are properly maintained, clean and available as required.
6. Vendors, Purchases & Inventory
* Managing regular household vendors and service providers.
* Obtaining quotations and negotiating prices where appropriate.
* Maintaining records of household purchases.
* Monitoring inventory and ensuring essential items are replenished before they run out.
* Maintaining records of valuable household assets where required.
* Coordinating deliveries, installations, repairs and replacements.
7. Events, Guests & Reservations
* Coordinating arrangements for family guests and visitors.
* Hotel, restaurant and club reservations.
* Organising small household functions, dinners and gatherings.
* Coordinating catering, flowers, transport and other arrangements.
* Arranging airport pickups/drop-offs and accommodation for guests where required.
8. Technology & Record Keeping
Candidate must be comfortable using:
* MS Excel, Word and email
* WhatsApp and other communication applications
* Airline and hotel websites/apps
* Online travel portals
* Internet banking/payment platforms as authorised
* Calendar and reminder systems
* Cloud-based/document filing systems
The candidate should maintain systematic digital records and trackers for travel, household expenses, loyalty programmes, vehicles, staff, renewals and other important matters.
Candidate Profile
Qualification
* Graduate preferred.
* Good written and spoken English.
* Strong computer and smartphone skills.
Essential Qualities
* Absolute honesty, integrity and discretion.
* Highly organised and detail-oriented.
* Proactive and able to anticipate requirements.
* Excellent follow-up ability.
* Comfortable handling multiple tasks simultaneously.
* Resourceful and capable of resolving problems independently.
* Polite but firm when dealing with household staff and vendors.
* Good negotiation and coordination skills.
* Comfortable working with senior individuals and family members.
* Willing to remain available for urgent travel or household requirements outside normal working hours when genuinely necessary.
Preferred Experience
Preference will be given to candidates who have previously worked as a Personal Manager, Executive Assistant, Household Manager, Family Office Administrator or Senior Personal Assistant for a business family, promoter, senior corporate executive or HNI/UHNI household.
Key Expectation
This is not merely a household supervision position.
The person will be expected to take ownership of the Principal’s and household’s routine administrative requirements and ensure that matters are followed through from instruction to completion without requiring repeated reminders.
The ideal candidate should make the Principal’s personal and household administration substantially more organised, efficient and hassle-free.
Pay: ₹1,000,000.00 - ₹1,200,000.00 per year
Work Location: In person
