Executive Personal Assistant

C9 GROUP · Noida, India

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)

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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.