Secretary / Executive Assistant

Job Description – Personal / Executive Assistant to the Founder

Position: Full-Time (Intensive Role)

Location: Mumbai

Accommodation: Available if required

Reporting To: Founder & CEO (Zain Aftabi)

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About the Role

We are looking for a highly reliable, organised, and proactive Personal / Executive Assistant to work directly with the Founder of Zenia Hospitality & Chill Enterprises.

This is an intensive, fast-paced role involving business coordination, accounting support, scheduling, telecalling, and operational follow-ups.

You will play a key role in ensuring smooth daily functioning across multiple properties and ongoing projects.

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Key Responsibilities

1. Business & Administrative Support

Assist in day-to-day operations across hospitality, interior design, and ongoing projects.

Maintain reports, follow up on tasks, and ensure timely execution.

Coordinate with vendors, staff, property owners, partners, and project teams.

2. Basic Accounting & Financial Coordination

Handle basic accounting entries, bills, petty cash, payment tracking, and vendor follow-ups.

Work with the accountant on GST, invoices, ledgers, and financial documents.

Maintain purchase records and expense tracking.

3. Calendar, Scheduling & Planning

Manage the Founder’s schedule, meetings, appointments, and daily reminders.

Plan and coordinate site visits, inspections, and project timelines.

Ensure smooth day-to-day coordination.

4. Telecalling & Communication

Make professional calls on behalf of the Founder.

Draft emails, WhatsApp messages, and business communication.

Assist with booking-related coordination when needed.

5. Operations & Project Execution

Support themed Airbnb setups, interiors, procurement, logistics, and delivery tracking.

Maintain detailed checklists and ensure tasks are completed.

Assist in managing simultaneous projects across Mumbai and Patna.

6. Personal Assistance

Handle personal tasks, confidential work, reminders, and errands as required.

Maintain complete discretion and trust.

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Work Hours

Official timing: 9:00 AM to 5:00 PM

Note: This is an intensive role, and the candidate must be ready to work beyond these hours whenever required, depending on business operations and project deadlines.

Reliability, flexibility, and commitment are essential.

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Accommodation

Fully provided if required by the candidate.

This can be discussed during the hiring process.

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Key Skills Needed

Strong communication (English & Hindi).

Basic accounting knowledge (Tally/Zoho preferred).

Excellent organisational & follow-up skills.

Proficient with Google Sheets, Docs, emails, and WhatsApp.

Ability to multitask and work under pressure.

High integrity and professionalism.

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Who Should Apply

Individuals who can thrive in a dynamic, fast-paced environment.

Candidates seeking long-term growth in hospitality, business management, and operations.

Freshers and experienced candidates are welcome—attitude and reliability are most important.

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Salary

Based on experience & performance.

Accommodation available if needed.