Location: Ahmedabad
Working Days: 6 Days a Week
Working Hours: 9-Hour Shift
Experience: 5+ Years
We are looking for a highly organized, detail-oriented, and dependable Executive – Administration to support the Family Office in managing gifting operations, insurance administration, documentation, records, vendor coordination, and various administrative requirements.
The role requires a high level of confidentiality, accuracy, discretion, ownership, and service excellence, along with the ability to coordinate effectively with family members, internal teams, vendors, consultants, and external service providers.
- Manage day-to-day gift store operations, including inventory, stock records, procurement, and replenishment.
- Maintain accurate records of gift items and inward/outward movement.
- Coordinate gift sourcing, packaging, dispatch, and delivery.
- Liaise with vendors and service providers to ensure timely fulfilment of gifting requirements.
- Process vendor invoices, payment documentation, and related records.
- Maintain records of medical, travel, and other insurance policies for family members.
- Track policy renewals, expiry dates, documentation, and important timelines.
- Coordinate with insurers, brokers, and internal stakeholders for policy-related requirements.
- Facilitate documentation required for renewals, claims, and endorsements.
- Ensure insurance records are accurate, updated, and securely maintained.
- Maintain governance records, trackers, MIS reports, and confidential documentation.
- Support documentation, compliance, reporting, and administrative requirements.
- Track action items, commitments, and pending activities and ensure timely follow-up and closure.
- Maintain systematic filing and documentation for Family Office activities.
- Coordinate with internal teams, vendors, consultants, and external service providers.
- Ensure Family Office requests and assignments are executed efficiently and within defined timelines.
- Follow up with stakeholders to ensure timely completion of assigned tasks.
- Coordinate vehicle servicing and other administrative support activities.
- Maintain accurate databases, trackers, records, and filing systems.
- Ensure timely updating and retrieval of confidential information.
- Maintain high levels of data accuracy and attention to detail.
- Handle sensitive information with utmost confidentiality and discretion.
- Administration & Coordination
- Inventory & Vendor Management
- Documentation & MIS Reporting
- Stakeholder Management
- Strong Follow-up & Execution Skills
- Attention to Detail
- Confidentiality & Integrity
- Excellent Organizational & Time-Management Skills
- Professional Communication & Interpersonal Skills
- Graduate in Commerce, Management, Business Administration, or a related field.
- 5+ years of relevant experience in:
- Luxury Retail / Boutique Management
- Corporate Gifting
- Concierge Services
- Premium Hospitality / Guest Services
- Family Office Administration
- High-End Client Servicing
- Administrative & Vendor Management
The ideal candidate should be mature, discreet, highly organized, service-oriented, and dependable, with strong execution capabilities and an exceptional eye for detail.
Prior experience working with high-net-worth individuals, luxury environments, premium clientele, or Family Offices will be an added advantage.
