Admin Assistant Mindshare Recruitment Consultants Pvt. Ltd.

About Mindshare Recruitment Consultants Pvt. Ltd.

Job Description

A leading celebrity's office/home is looking for an Admin Assistant.

 

Job Title: Admin Assistant

Location: Prabhadevi, Mumbai

Reporting To: Head of Administration

 

JD:

This role requires strong organizational skills, discretion, attention to detail, and the ability to multitask in a dynamic environment. For the home setup, you will be responsible for overseeing the day-to-day operations of the household, managing staff, coordinating maintenance and vendor services, handling scheduling, ensuring smooth logistics, and supporting the family's and office administrative needs.

 

Key Responsibilities:

 

Vendor and Service Coordination

Liaise with external vendors (plumbers, electricians, pest control, maintenance technicians, etc.).

Oversee contracts and service agreements for utilities, security, internet, maintenance, etc.

Schedule and supervise repair and maintenance work.

 

Logistics & Scheduling

Manage daily and weekly calendars for the family, including appointments, travel, and events.

Coordinate travel bookings (tickets, hotel reservations, transport).

Ensure timely procurement of household supplies, groceries, and personal items.

 

Administrative Support

Maintain household records, expenses, warranties, and service logs.

Handle petty cash, maintain bills and expense reports, and support budget planning.

Manage correspondence and calls when required on behalf of the employer.

Ensure secure filing and confidentiality of important documents (e.g., ID proofs, insurance, property papers).

 

Event and Guest Management

Assist with planning and organizing home gatherings or events.

Coordinate with catering, housekeeping, and security for guest visits.

Prepare guest rooms and ensure hospitality protocols are followed.

 

 

Household Operations & Staff Management

Supervise and coordinate household staff (housekeepers, cooks, drivers, gardeners, etc.).

Ensure smooth day-to-day functioning of the home, including cleanliness, meal planning coordination, and upkeep.

Handle onboarding and documentation for new staff members.

 

 Key Skills & Qualifications:

 

Strong interpersonal and team management skills.

Discretion and respect for confidentiality.

Ability to multitask, prioritize, and respond quickly to changing needs.

Basic computer proficiency (emails, calendars, spreadsheets).

Proven experience in a similar role, preferably in managing a private household or high-end residence.

Fluent in English