Executive Personal Assistant – Personal & Office Coordination
Company: Planning Labs
Location: Kurla East, Mumbai
Job Type: Full-time | Work from Office and Residence
Working Hours: 9:00 AM to 7:30 PM
Salary: Based on experience, skills and suitability
Experience Required: 2–5 years preferred
Job Description
We are looking for a highly responsible, organized, trustworthy and proactive Executive Personal Assistant to directly support the Founder in managing daily personal, professional and administrative responsibilities.
The candidate will begin the day from the Founder’s residence, accompany or coordinate travel to the office, remain available throughout the working day and support the return journey from office to residence.
This role requires someone who can take complete ownership of day-to-day coordination, act as the first point of contact for calls and messages, manage follow-ups and ensure that both personal and office-related tasks are completed on time.
Key ResponsibilitiesCall and Communication Management
- Be the first person to receive and screen incoming calls on behalf of the Founder.
- Respond to calls, WhatsApp messages and routine enquiries professionally.
- Take detailed messages and ensure timely follow-ups.
- Connect urgent or important calls to the Founder.
- Communicate with clients, vendors, employees, service providers and other contacts on the Founder’s behalf.
- Maintain confidentiality while handling personal and business communication.
Calendar and Schedule Management
- Manage the Founder’s daily calendar, meetings, appointments and reminders.
- Coordinate meetings with clients, employees, vendors and personal contacts.
- Confirm appointments and ensure the Founder is prepared in advance.
- Track important deadlines, commitments, follow-ups and pending decisions.
- Plan the daily schedule to minimize delays and unnecessary travel.
Office Coordination
- Follow up with internal team members regarding pending work and deadlines.
- Coordinate with the accounts, operations, business-development and administrative teams.
- Track documents, approvals, payments, proposals and other important tasks.
- Prepare basic reports, notes, task lists and meeting summaries.
- Ensure important information reaches the Founder in a clear and timely manner.
- Assist with printing, documentation, courier coordination and administrative work.
Personal and Domestic Coordination
- Handle personal appointments, household-related coordination and routine errands.
- Coordinate with domestic staff, drivers, technicians, service providers and vendors.
- Assist with bill payments, purchases, bookings and other personal requirements.
- Manage family-related appointments, schedules and administrative tasks when required.
- Ensure that personal and domestic tasks are completed without requiring repeated follow-ups.
Travel and Daily Assistance
- Report to the Founder’s residence by 9:00 AM.
- Coordinate the daily movement from residence to office and office to residence.
- Assist during local travel, meetings, site visits and business appointments.
- Manage travel schedules, bookings, documents and necessary arrangements.
- Be available until approximately 7:30 PM or until the Founder reaches the residence.
Required Skills
- Excellent organizational and time-management skills.
- Strong spoken and written communication in English and Hindi.
- Marathi communication skills will be an advantage.
- Professional telephone and WhatsApp communication.
- Ability to manage confidential personal and business information.
- Strong follow-up and task-completion ability.
- Comfortable coordinating both domestic and office responsibilities.
- Basic knowledge of Microsoft Office, Google Calendar, email and WhatsApp.
- Ability to work independently and make practical decisions.
- Calm, disciplined and professional under pressure.
- Willingness to travel locally within Mumbai when required.
Preferred Candidate Profile
- Previous experience as a Personal Assistant, Executive Assistant, Personal Secretary, Founder’s Office Coordinator or Administrative Assistant.
- Candidates who have directly assisted business owners, founders, directors or senior management will be preferred.
- Must be highly trustworthy, punctual and dependable.
- Should be comfortable handling both personal and professional assignments.
- Must be proactive and able to anticipate requirements instead of waiting for instructions.
- Candidates residing within convenient travelling distance of Kurla East will be preferred.
- Immediate joiners or candidates with a short notice period will be preferred.
Important Role Expectations
This is not a conventional desk-based assistant role. The candidate will closely support the Founder throughout the day and will be expected to manage a combination of:
- Calls and messages
- Calendar and meetings
- Office coordination
- Personal administration
- Domestic coordination
- Travel and appointments
- Daily follow-ups
- Confidential assignments
The person selected must demonstrate a high level of maturity, discretion, ownership and reliability.
Application Requirements
Applicants must share:
- Updated CV
- Current residential location
- Previous personal or executive-assistant experience
- Current salary
- Expected salary
- Notice period
- Languages spoken
- Whether they are comfortable working from both the residence and office
- Whether they are comfortable with the working hours of 9:00 AM to 7:30 PM
Screening Questions
- Have you previously worked directly with a founder, director, business owner or senior executive?
- Are you comfortable handling both personal and office-related responsibilities?
- Are you comfortable answering and responding to calls and messages on behalf of the Founder?
- Are you comfortable reporting to the Founder’s residence in Kurla East at 9:00 AM?
- Are you comfortable with working hours from 9:00 AM to approximately 7:30 PM?
- How far do you stay from Kurla East?
- What is your current salary, expected salary and notice period?
- Are you comfortable travelling locally for meetings, errands and appointments?
Work Location: Founder’s residence, Planning Labs office and other locations within Mumbai as required.
Pay: ₹12,412.31 - ₹18,000.00 per month
Work Location: In person
