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Executive Support Specialist

Executive Support Specialist

hatbox.inRepublic Of India, IN
30+ days ago
Job description

We’re looking for a highly organised, proactive, and astute Personal Assistant to support a leader in Mumbai. This isn’t just about scheduling meetings—it’s about being the right-hand person who keeps both personal and professional worlds running smoothly . From meetings to last-minute personal errands, you’ll be the one ensuring everything is handled with precision.

Professional Responsibilities

  • Calendar & Scheduling : Manage a packed schedule, ensuring meetings, calls, and events are perfectly timed.
  • Travel & Logistics : Arrange seamless travel (flights, visas, hotels, reservations, and transport), sometimes at the last minute.
  • Project Coordination : Keep an eye on multiple projects, follow up with teams, track deadlines, and make sure nothing slips through the cracks.
  • Communication & Correspondence : Handle emails, calls, and messages—filtering, responding, and ensuring smooth information flow.
  • Administrative Support : Prepare reports, presentations, and meeting notes, making sure all documentation is polished and ready.
  • Event & Meeting Planning : Organize everything from business dinners to private events, ensuring all details are covered.
  • Problem-Solving & Troubleshooting : Be two steps ahead, fixing issues before they become problems.

Personal Responsibilities

  • Household & Lifestyle Management : Oversee home staff, manage maintenance, and ensure everything runs smoothly at home.
  • Personal Shopping & Errands : Handle everything from sourcing luxury gifts to picking up essentials.
  • Healthcare & Wellness Appointments : Schedule doctor visits, fitness sessions, and other personal care needs.
  • Social & Family Commitments : Manage RSVPs, reminders, and arrangements for personal gatherings and special occasions.
  • Wardrobe & Packing Assistance : Ensure outfits are ready for key events and pack smartly for travel.
  • Exclusive Reservations & Experiences : Secure hard-to-get reservations, VIP access, and unique experiences.

    • What You Need to Bring

  • Experience : Prior experience as an EA / PA to a senior executive or an individual is preferred.
  • Top-Tier Organisation : If you love checklists, planning ahead, and keeping everything in order, you’ll fit right in.
  • Discretion & Confidentiality : You’ll be handling sensitive information—trustworthiness is a must.
  • Excellent Communication : Whether it’s handling correspondence or negotiating with vendors, you need to communicate effectively.
  • Flexibility & Adaptability : Priorities will shift—sometimes daily. You need to pivot quickly and handle surprises without stress.
  • Problem-Solving Mindset : The ability to think ahead, anticipate needs, and resolve issues before they arise .
  • This isn’t a 9-to-5 job;

    • it requires commitment and agility.

    What’s in It for You?

  • A dynamic, fast-paced role where every day is different.
  • An opportunity to work closely with a leader , gaining high-level exposure.
  • A rewarding, impactful position where you’ll play a key role in both professional and personal success.
  • Access to exclusive experiences , networks, and opportunities.
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    Executive Support Specialist • Republic Of India, IN