01Overview
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 .
