Executive – Administration (O2/O3)

Location: Ahmedabad
Working Days: 6 Days a Week
Working Hours: 9-Hour Shift
Experience: 5+ Years

Role Overview

We are looking for a highly organized, detail-oriented, and dependable Executive – Administration to support the Family Office in managing gifting operations, insurance administration, documentation, records, vendor coordination, and various administrative requirements.

The role requires a high level of confidentiality, accuracy, discretion, ownership, and service excellence, along with the ability to coordinate effectively with family members, internal teams, vendors, consultants, and external service providers.

Key Responsibilities

Gift Store & Inventory Management

• Manage day-to-day gift store operations, including inventory, stock records, procurement, and replenishment.
• Maintain accurate records of gift items and inward/outward movement.
• Coordinate gift sourcing, packaging, dispatch, and delivery.
• Liaise with vendors and service providers to ensure timely fulfilment of gifting requirements.
• Process vendor invoices, payment documentation, and related records.

Insurance Administration

• Maintain records of medical, travel, and other insurance policies for family members.
• Track policy renewals, expiry dates, documentation, and important timelines.
• Coordinate with insurers, brokers, and internal stakeholders for policy-related requirements.
• Facilitate documentation required for renewals, claims, and endorsements.
• Ensure insurance records are accurate, updated, and securely maintained.

Governance & Administrative Support

• Maintain governance records, trackers, MIS reports, and confidential documentation.
• Support documentation, compliance, reporting, and administrative requirements.
• Track action items, commitments, and pending activities and ensure timely follow-up and closure.
• Maintain systematic filing and documentation for Family Office activities.

Stakeholder & Vendor Coordination

• Coordinate with internal teams, vendors, consultants, and external service providers.
• Ensure Family Office requests and assignments are executed efficiently and within defined timelines.
• Follow up with stakeholders to ensure timely completion of assigned tasks.
• Coordinate vehicle servicing and other administrative support activities.

Data & Record Management

• Maintain accurate databases, trackers, records, and filing systems.
• Ensure timely updating and retrieval of confidential information.
• Maintain high levels of data accuracy and attention to detail.
• Handle sensitive information with utmost confidentiality and discretion.

Key Skills & Competencies

• Administration & Coordination
• Inventory & Vendor Management
• Documentation & MIS Reporting
• Stakeholder Management
• Strong Follow-up & Execution Skills
• Attention to Detail
• Confidentiality & Integrity
• Excellent Organizational & Time-Management Skills
• Professional Communication & Interpersonal Skills

Qualification & Experience

• Graduate in Commerce, Management, Business Administration, or a related field.
• 5+ years of relevant experience in:
  • Luxury Retail / Boutique Management
  • Corporate Gifting
  • Concierge Services
  • Premium Hospitality / Guest Services
  • Family Office Administration
  • High-End Client Servicing
  • Administrative & Vendor Management

Ideal Candidate Profile

The ideal candidate should be mature, discreet, highly organized, service-oriented, and dependable, with strong execution capabilities and an exceptional eye for detail.

Prior experience working with high-net-worth individuals, luxury environments, premium clientele, or Family Offices will be an added advantage.