Administration Associate (Executive & Personal Assistance)
The Harish & Bina Shah Foundation (HBSF) is a philanthropic foundation committed to creating meaningful and lasting societal change by supporting high-impact nonprofits and institutions across India. Our work spans education, healthcare, livelihoods, environmental sustainability, and allied social causes, and is rooted in the belief that progress must be inclusive, grounded, and sustainable. Established in 2002, the Foundation works across diverse geographies and communities, partnering with organisations that are deeply embedded in the realities they serve.
At HBSF, we see ourselves not just as funders, but as long-term partners. We work closely with nonprofits, institutions, and ecosystem collaborators to strengthen organisational capacity, leadership, and systems — enabling impact that can endure beyond individual projects. Our approach is patient, professional, and collaborative, shaped by listening to partners on the ground and responding thoughtfully to both long-standing challenges and emerging needs.
As a team, we value discretion, integrity, empathy, and a strong sense of responsibility — both to the communities we work with and to one another. Joining HBSF means contributing to work that is purposeful, behind-the-scenes, and deeply human. It is a space for people who find meaning in enabling others, who care about getting the details right, and who want their work to quietly but genuinely matter.
Location: Mumbai BKC
Work Mode: Full-time | On-site
Reporting To: CEO & Executive Director
Experience: 8+ years
Compensation: Competitive | Commensurate with experience
This is not a conventional admin job. This role sits at the CEO's Office of a philanthropic foundation and combines executive assistance, personal coordination, and office administration. You will work closely with leadership on both professional and select personal matters in a high-trust, high-responsibility environment.
This is a role for someone who thinks two steps ahead, is deeply organised, can handle sensitive information with maturity, and is comfortable operating behind the scenes while being central to everything.
Roles & Responsibilities:
• Manage complex calendars, meetings, appointments, and travel schedules
• Act as a primary point of contact for professional and select personal correspondence
• Anticipate scheduling conflicts and proactively resolve them
• Handle sensitive information with absolute discretion
Personal & Household Coordination
• Coordinate personal errands, appointments, and household vendors
• Manage family-related logistics as required
• Ensure seamless coordination without constant supervision
Office & Administrative Management
• Oversee daily administrative operations of the foundation office
• Manage documentation, databases, and filing systems
• Liaise with vendors, service providers, and contractors
• Ensure administrative workflows remain organised and reliable
Meetings, Events & Travel
• Support internal meetings, partner interactions, and donor engagements
• Coordinate logistics: venues, travel, catering, RSVPs, materials
• Arrange domestic and international travel (business and personal)
• Track expenses and support reimbursement processes
Property & Asset Oversight
• Coordinate maintenance for office and residential properties
•Oversee vehicles, vendors, and asset upkeep
• Maintain updated inventories and service schedules
Experience and Qualifications:
• Minimum 8 years in Executive Assistance / Personal Assistance / Founder's Office roles
• Experience supporting senior leadership, founders, or family office principals
• Proven ability to manage complex calendars, travel, logistics, and confidential matters
• Track record of balancing professional responsibilities with personal coordination
• Demonstrated calmness under pressure and adaptability when plans change
• Proficiency in MS Office, Google Workspace, and scheduling tools
Apply if you are looking for high-responsibility environments.
• Thrive in high-trust, high-responsibility environments
• Understand discretion, judgment, and ownership
• Can anticipate needs rather than wait for instructions
Who Should Not Apply?
• You are early in your career or looking for an entry-level admin role
• You prefer clearly boxed responsibilities with minimal ambiguity
• You are uncomfortable handling personal errands or family-related coordination
• You are looking for a routine desk-based admin role with fixed, predictable daily tasks
• You prefer a role with narrow responsibilities
Don't Apply If You Are Looking For:
• A routine desk-based admin role
• Fixed, predictable daily tasks
• A role with narrow responsibilities
Please submit your CV, portfolio (less than 5MB), your portfolio and an accompanying
letter explaining your experiences and ambitions, along with expected salaries. Please
explain your exact role and contribution in your resume.
