Executive Personal Assistant

Job Description: Executive & Personal Assistant Location: Delhi NCR (Hybrid – Remote-first with on-ground errands and presence at the Noida residence ~20% of the year) Hours: 24/7 Availability Expectations (Global time-zone support, flexible hours, urgent/same-day deadlines) Role Overview We are seeking an exceptionally sharp, proactive, and hyper-responsive Executive & Personal Assistant to serve as the single operational anchor for a high-net-worth global principal. This is an on-ground/remote hybrid position based in Delhi NCR. Unlike a standard 9-to-5 corporate job, this role operates on a high-urgency, around-the-clock cadence matching the principal’s international travel schedule. You will handle everything from high-volume complex travel and visa filings to local errands, property management, and daily logistics. Key Responsibilities1. High-Volume Travel & Loyalty Management Flight & Travel Booking: Compare and execute urgent domestic/international bookings across cash fares (Google Flights, airline sites, AmexTravel) and award/points transfers (Amex MR, Flying Blue, Virgin, Aeroplan, Air India). Multi-Passenger Travel: Manage precise bookings for the principal, family, guests, and staff, ensuring absolute accuracy on details. Loyalty Workflows: Create frequent-flyer accounts, transfer points, add program numbers, claim missed miles, and run status matches. Complex Fare Rules: Utilize flex fares, 24-hour free cancellation windows, refundable dummy tickets for visas, seat selections (exit rows), and online check-ins. Ground & Stay Logistics: Book trains (SNCF, SBB), Airbnbs (negotiating rates/early check-ins), hotels (including budget options for staff), and private drivers. Record Keeping: Maintain permanent logs of all PNRs, logins, tickets, and confirm details proactively with the principal. 2. Visas, Documents & Government Filings Visa Processing: End-to-end preparation and filing for urgent e-visas (Vietnam, Bali, Australia ETA, India e-visas) and consulate applications (VFS/embassies). Document Logistics: Handle physical submissions, embassy visits in Delhi, photo prep, notarization, consent forms, and passport collections. Daily Tracking: Monitor application statuses, escalate tickets, and resolve issues proactively. Shipment Tracking: Manage international couriers (FedEx/DHL), clear customs/KYC documentation, and arrange same-day releases. 3. On-Ground Errands, Shopping & Logistics Delhi NCR Errands: Perform in-person tasks, limited-release store purchases (including queuing), stock checks, and hand-deliveries. E-Commerce & Procurement: Order products (Amazon, Apple, international sellers) with precise specifications; manage returns, replacements, and trade-ins end-to-end. Groceries & Health: Source specialty food items, prescription drugs, and handle temperature-sensitive cold-chain deliveries. Global Gifting: Arrange flowers, cakes, and personalized gifts globally with strict delivery windows. Local Freight: Coordinate Porter/courier services for same-day deliveries tracked to completion. 4. Health, Medical & Lifestyle Support Schedule at-home diagnostic blood draws, track lab results, and handle payments. Book specialist medical appointments (in-person and telehealth). Manage recurring personal appointments (barbers, home wellness) on requested schedules. 5. Payments, Banking & Expense Admin Financial Transfers: Execute domestic and international transfers (Wise, local payment links, vendor payments) with immediate receipts. Card Routing & Security: Strictly follow designated card-use rules and relay 3DS/OTP verification codes promptly during time-sensitive transactions. Card Support: Handle Amex calls, replacement cards, free travel cancellations, disputes, and insurance claims. Expense Reconciliation: Maintain a clean running expense ledger and reconcile floats weekly with office staff. 6. Events, Calendars & Social Logistics Conferences & Events: Register the principal and guests for global events (Luma, VIP passes, press passes), saving all access codes and QR passes. Reservations: Book high-end/Michelin-star restaurants globally, managing party sizes and holds. Property Gate Access: Issue gated entry QR codes for guests, drivers, and vendors at any hour. 7. Household & Property Support (Noida Base) Oversee the Noida residence, coordinate household staff, and supervise repair/installation technicians on-site. Support the principal’s family (parents) residing in Noida, particularly when the principal is abroad. Manage vendor logistics remotely for international properties as needed. Working Style & Expectations Proactive Ownership: Zero reminders required. Once a task is assigned, it is tracked and completed without follow-ups. Speed & Responsiveness: Simple administrative tasks take minutes, not hours. Precision: Read all instructions fully before taking action to prevent unnecessary costs or errors. Instant Confirmation Loop: Immediately send booking confirmations, receipts, and screenshots upon completion. Daily Reporting: Submit a written end-of-day summary detailing tasks completed, in progress, and blocked. Requirements Location: Resident of Delhi NCR / Noida with easy access to the principal's home office and city centers. Experience: Proven experience as an EA/PA supporting high-net-worth individuals, C-suite executives, or global founders. Technical Skills: Proficiency with Google Workspace, WhatsApp, Wise, booking portals, airline points systems, and AI tools (ChatGPT/Claude) for problem-solving. Communication: Fluent written and spoken English; working Hindi for local vendor coordination. Discretion: Absolute commitment to non-disclosure and privacy regarding all personal, financial, and travel matters.