Company: ZAVI
Location: Mumbai, India (with travel as required)
Place of Work: Flexible — residence, office or work-from-home, as the day requires
Employment Type: Full-Time
Role Overview
ZAVI is looking for a highly organised, discreet and resourceful Executive Assistant, covering both professional and personal responsibilities. This is a hybrid role for someone who can seamlessly manage business calendars and correspondence, follow up with internal teams on deadlines, coordinate operational and logistics tasks for the brand, and manage home and household affairs — all with equal ownership and attention to detail.
The ideal candidate is someone who can be fully relied on to run the details of both professional and personal responsibilities — proactive, trustworthy, and comfortable operating with a high degree of autonomy and confidentiality.
Key Responsibilities
Calendar & Correspondence Management
- Manage personal and professional commitments, keeping calendars organised, conflict-free and prioritised.
- Manage correspondence across email, WhatsApp and other channels, drafting and responding where appropriate.
- Screen and triage incoming requests, meetings and communications, flagging what needs personal attention.
Business Coordination & Follow-Up
- Track company deadlines across departments and follow up with team members to ensure timely delivery and status updates.
- Act as a central point of coordination with internal teams, ensuring nothing falls through the cracks.
- Prepare briefing notes, status summaries and follow-up trackers ahead of meetings and reviews.
Operations & Logistics
- Manage operational tasks for the brand including ad hoc shipping, documentation and logistics coordination across markets.
- Coordinate with vendors, couriers, government/legal contacts and internal teams to keep operational tasks moving without escalation.
- Handle documentation requirements (signing, notarisation, courier tracking, filing) accurately and on time.
Investment Portfolio Monitoring
- Monitor the investment portfolio daily, flagging any significant movements, deadlines or actions needed.
- Liaise with financial advisors, banks and portfolio managers to stay on top of statements, renewals and correspondence.
- Maintain organised records of investments, policies and related documentation.
Travel Management
- Plan and manage all travel, within India and internationally, as the need arises.
- Handle flights, visas, accommodation, itineraries and on-ground logistics, anticipating needs ahead of time.
- Be available to travel when required, managing logistics and schedule in real time.
Content Capture
- Capture content for the brand and its online/social presence — photos and videos on the go, at events, shoots, travel and day-to-day moments.
- Coordinate with the content/marketing team to ensure captured content is shared and used effectively.
Household & Personal Affairs
- Manage home affairs, including household staff, schedules, vendor relationships and day-to-day requirements.
- Oversee household staff coordination, ensuring smooth day-to-day running of the home.
- Manage ad hoc personal errands, appointments and requirements as needed.
Requirements
- 2–3 years of experience as an Executive Assistant, Personal Assistant or in a similar coordination-heavy role, across both professional and personal responsibilities.
- Quick, sharp analytical mind — able to process information fast, spot what matters and make sound judgement calls under shifting priorities.
- Highly organised with excellent follow-up discipline and ability to manage multiple, competing priorities.
- Comfortable with financial/portfolio literacy — able to track and understand investment statements and flag what matters.
- Strong written and verbal English; excellent, polished correspondence skills.
- Willingness and ability to travel at short notice, within India and internationally.
- Comfortable capturing content on a phone/camera; an eye for what’s brand-appropriate is a plus.
- Experience managing household staff or personal/family logistics is highly preferred.
- Absolute discretion and trustworthiness in handling confidential personal and business information.
- Calm, resourceful and solutions-oriented under pressure and shifting priorities.
- Based in or willing to relocate to Mumbai.
What We Are Looking For
We are looking for someone who is proactive, discreet and deeply reliable — someone who can anticipate needs before they’re asked, take ownership of both the big and small details, and become a genuine right hand across every part of the business and household.
The successful candidate should bring exceptional organisational ability, sound judgement, and the flexibility to move fluidly between business coordination, travel, content and home management.
Selection Process
Shortlisted candidates will be asked to complete an IQ test as the next step in the selection process.
Job Types: Full-time, Permanent
Pay: ₹600,000.00 - ₹800,000.00 per year
Work Location: Hybrid remote in Mumbai, Maharashtra (Mumbai, Mumbai District)
