Position Summary

 

Overall responsibility for efficiently running and supervising the specific needs of a multi-staffed household, providing ‘hands on’ involvement, ensuring the highest standards are met and maintained. Service of the highest quality to the principals and their family and guests is very important.

 

Oversees the general operation of the household.  Responsibilities of planning, organizing and coordinating events, managing household calendars and schedules, arranging appointments, scheduling and supervising home maintenance projects, paying household bills and completing any other requested administrative tasks.

 

The key to this position is being entirely flexible with regard to your duties and being able to adapt and be flexible with regard to the family’s schedule. The ability to multi-task is also very important.  S/he will work in multi-site between residence of owners and head-office locations. 

 

Duties & Responsibilities -  

 

• Maintain the operations of the household and/or run personal household tasks for the employer or clients

• Maintain and document all personal funds, petty cash for service recipients, and operate home within budgetary guidelines. Maintain current inventories.

• Organise travel and prepare travel itineraries, i.e. flight, hotel & limousine reservations, taking care of online check-in, buggy, porter bookings, etc. for ED and family

• Office / House / Warehouse wines – maintain inventory, ordering, stocking the wine cellar in warehouse, monitor the room temperature remotely everyday

• Arrange appointments for personal and professional needs, e.g. restaurant bookings, doctor appointments, etc.

• Renew Executive Director and family’s passports, VISAs, APEC, etc.

• Oversee all elements of hospitality, food and beverage service – both formal and informal

• Provide F&B service – set-up dining/ buffet table, live counters for formal/ casual lunch & dinner, when required at home and office, especially during events & festive seasons –

• Supervise and train house staff with housekeeping, ironing, wardrobe management, assign duties to cooks, drivers and housemaids and responsible for recruitment

• Maintain proper condition and cleanliness of dining areas, servicing of equipment as required

• Manage all the cosmetic helper schedule, payroll and work load

• Prepare correspondence and commissioning work on the employer’s behalf

• Check monthly statements of – Indian Grocery Store, supermarket, courier, laundry services, etc. and arrange payments

• Prepare monthly statement for petty cash on household expenses for ED’s approval

• Arrange dry cleaning / laundry for ED and manage records of the items

• Coordinate with Finance department for company credit card detailed statements & get approvals

• Keep track and make sure all entertainment services are working properly at home, such as NowTV, Netflix, Apple TV, India TV, Unblock Plus Box, etc.

• Manage event production for social/religious gatherings, philanthropic events, and additional private events, e.g table settings, floral arrangement, and F&B service

• Renew car licence, arrange car service and repair work when required or on due date

• Manage small yacht in HK and apartment in London as and when needed

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Qualification & Requirement 

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High proficiency - Hindi & English Speaker

Computer literate – MS Office;
Familiar with Indian vegetarian cuisine

Floral arrangement

Knowledge of gardening

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• Able to demonstrate a unique ability to work in a quietly confident manner that will create a calm, serene atmosphere and impress both internal and external guest with the highest possible standard of Personal Assistant service.

• Polished, poised and professional in both mind-set and manor; always use of utmost discretion

• Willingness to adapt to an ever-changing and often unstructured environment; ability to manage challenging personalities and high-stress environments

• Well-groomed, trustworthy, tactful, honest, hardworking, proficient, Cool temperament and sincere

• Strong negotiation skills

• Ability to multi-task is also very important

• Impeccable references required from both current and previous employers; superb longevity required

• Superb communication skills, both written and verbal

• Flexibility in scheduling with willingness to work long hours, overtime and traveling as needed

• Exceptional organizational skills and dedication to responsibilities; prioritization and efficiency

• Fast learner with ability to easily grasp and understand new concepts