Executive Assistant & Estate Manager

Position: Executive Assistant & Estate Manager

Location: Rupani House, 1st Floor, #32, Ashok Nagar Society, 9th Road, Juhu Scheme, Mumbai 400049

Employment Type: Full-time, on-site

Reports To: Resident Head / Building Owners

Working Hours: 9:00 AM to 6:00 PM, six days a week, with one compensatory day off during the week.

Availability on call is required for building emergencies and urgent requirements of the owners.

POSITION SUMMARY

The Executive Assistant & Estate Manager provides executive support to the Resident Head and manages the day-to-day operation of Rupani House. The executive component of the role covers calendar management, travel arrangements, correspondence, documentation and personal administration. The property component covers building maintenance, tenant matters, vendor supervision, staff supervision and property accounts.

The building has existing staff and vendors. The postholder is responsible for supervising them, monitoring the standard of work delivered and closing out pending matters without prompting.

The position involves access to confidential family, financial and personal information. Discretion is a condition of the appointment.

ABOUT THE PROPERTY

Rupani House is a privately owned ten-storey residential building in Juhu Scheme, Mumbai. It contains seven residences, comprising three duplex apartments and four independent floor apartments. The owners occupy the first six floors. The remaining floors are leased to tenants.

The post holder is based at the building and works with the owners, the resident staff and external vendors. A dedicated cabin is provided at the property.

KEY RESPONSIBILITIES

1. Executive Assistance

• Manage the calendars of the owners, including appointments, meetings and daily schedules. Identify scheduling conflicts in advance and confirm arrangements before the date.
• Track deadlines, pending items and follow-ups across all matters, and report their status without being asked.
• Arrange domestic and international travel, including flights, visa applications, hotel bookings, ground transport and itineraries. Manage changes and cancellations at short notice.
• Maintain travel records, including passport details, visa validity dates, renewal timelines and frequent-flyer accounts.
• Draft letters, notices, invitations and other formal communication on behalf of the owners.
• Manage email and message flow where authorised, including sorting, prioritising, drafting replies and flagging matters that require attention.
• Prepare agendas, meeting notes, minutes, presentations and summary documents in Word, Excel and PowerPoint.
• Maintain confidential personal and household records, including insurance policies, licences, memberships, subscriptions and statutory documents, and track their renewal dates.
• Coordinate with chartered accountants, legal advisors, bankers and consultants as directed, and track submissions and deadlines.
• Maintain a filing system in physical and digital form so that records can be retrieved when required.
• Assist with administrative matters relating to the other residences of the owners in Mumbai, their business interests and their personal affairs.
• Coordinate household staff schedules and payments where required.
• Coordinate meetings, correspondence, records and follow-ups relating to the Mumbai Rotary Club.

2. Estate and Property Management

• Oversee the daily operation, upkeep and maintenance of the building, and ensure that common areas, utilities, lighting and equipment remain in working order.
• Attend to tenant queries and resident complaints, and record the action taken.
• Conduct periodic inspections of the property and arrange repairs, renovation work and preventive maintenance.
• Administer leases, including rent collection, follow-up on outstanding payments, security deposits, renewals, documentation and occupancy compliance.
• Advertise vacant units, arrange viewings and complete tenant onboarding formalities.
• Appoint and supervise vendors and service providers for plumbing, electrical work, civil work, fire safety and firefighting systems, pest control, IT and network services, landscaping and general maintenance.
• Maintain service contracts and annual maintenance contracts, monitor the preventive maintenance schedule, and ensure that work is completed on time.

3. Staff Supervision, Security and Emergency Response

• Supervise building staff, including housekeeping personnel, security guards, gardeners, drivers and maintenance staff.
• Maintain attendance records, prepare duty rosters and manage staff leave.
• Monitor staff performance and support salary disbursement.
• Ensure that security systems, CCTV equipment and access control systems are maintained and monitored.
• Implement building protocols and safety procedures, and ensure that they are followed.
• Respond to emergencies and coordinate with the relevant agencies and service providers.
• Remain available on call for urgent building matters outside working hours.

4. Financial and Administrative Management

• Record and track rent collections, utility bills, maintenance expenses, vendor payments and other operating costs.
• Prepare budgets, expense statements, variance reports and annual forecasts.
• Submit periodic operational and financial reports to the owners.
• Maintain records of invoices, contracts, warranties, service schedules and statutory documents.

5. Resident Services

• Receive incoming postal mail, couriers and parcels, and distribute them within the building.
• Arrange restaurant reservations, travel bookings, hotel bookings and ticketing on request.
• Assist with guest arrangements, hospitality and event coordination at the property.

QUALIFICATIONS AND EXPERIENCE

• A minimum of five years of experience in property management, estate management, facilities management, hospitality, executive assistance or family office administration. Experience supporting a private residence, a business owner or a high-net-worth family is preferred.
• Fluency in written and spoken English. Working knowledge of Hindi is required. Knowledge of Marathi is an advantage.
• Working knowledge of Microsoft Word, Excel, PowerPoint and Outlook. Familiarity with AI tools for drafting, summarising and record-keeping is an advantage.
• The ability to maintain accurate records and to complete tasks without follow-up.
• The ability to manage several tasks at the same time and to work without close supervision.
• A record of maintaining confidentiality in previous positions.

COMPENSATION AND BENEFITS

• Compensation will be commensurate with experience and in line with prevailing industry standards.
• A performance-linked incentive or annual bonus is payable against defined performance measures.
• One compensatory day off is available each week.
• A dedicated cabin is provided at the property.

APPLICATION PROCESS

Candidates should send a curriculum vitae together with details of current and expected compensation to the email address given below. Interviews will be arranged through the same contact.

Sachin Damani

rupanihouseservice@gmail.com

Applications are reviewed as they are received. Only shortlisted candidates will be contacted.