Executive Coordinator

We are seeking a highly organized, proactive, and trustworthy Executive Shadow / Personal Coordinator to work closely with the Director, serving as the central point of coordination for both business and personal affairs. This role goes beyond traditional secretarial duties, requiring the ability to understand the Executive’s priorities, track pending matters, and ensure timely follow-ups without the need for constant reminders. The ideal candidate will manage schedules, coordinate with various stakeholders, and maintain smooth progress on all tasks and projects.

Key Responsibilities

Executive Coordination: Manage the Executive’s daily schedule, including meetings, appointments, and commitments. Prioritize deadlines and pending tasks while coordinating meetings with contractors, consultants, vendors, clients, and other stakeholders. Prepare agendas and ensure the Executive is well-informed ahead of meetings.

Follow-Ups & Task Management: Maintain a daily and weekly follow-up list of matters discussed with the Executive. Proactively follow up with staff, contractors, consultants, and vendors to track commitments and ensure timely completion. Remind the Executive of important deadlines and pending decisions, maintaining accurate records of ongoing issues.

Meeting Notes & Minutes of Meeting (MOM): Attend key meetings as required, take clear and structured minutes, and convert discussions into actionable tasks with assigned responsibilities and deadlines. Follow up on action items until completion.

Construction & Business Coordination: Assist with coordination related to construction and real estate projects, including monitoring project progress, procurement, quotations, and vendor management. Organize quotations and prepare comparisons while liaising with the project team to highlight delays or issues requiring Executive attention.

Excel, Reports & Analysis: Maintain Excel-based trackers and reports such as quotation comparisons, cost analyses, and project follow-ups. Analyze data and present it in a clear, decision-friendly format. Ensure all digital records and documentation are well-organized.

Research & Information Gathering: Conduct online and market research as directed, including vendor, product, service, supplier, and travel arrangements research. Present clear options to support informed decision-making.

Personal Assistance: Support the Executive’s personal administrative needs, including travel arrangements, bookings, appointments, and family-related scheduling, handled discreetly and professionally.

Required Qualifications

- 2 to 5 years of experience in roles such as Executive Assistant, Personal Assistant, Personal Coordinator, or Secretary.
- Excellent organizational and follow-up skills.
- Strong communication skills in English and Urdu.
- Proficiency in MS Excel, with good knowledge of Word and PowerPoint.
- Ability to comprehend, organize, and prepare concise reports.
- Strong note-taking and MOM skills.
- Proactive attitude with the ability to manage multiple tasks simultaneously.
- Comfortable interacting with senior staff, contractors, vendors, and consultants.
- Good professional judgment, problem-solving skills, and high confidentiality.
- Flexibility to accommodate business and occasional personal requirements.

Preferred Qualifications and Benefits

- Education: BBA or BS in a related field.
- Location: DHA Phase 8, Karachi.
- Work Schedule: Monday to Saturday, 9 AM to 7 PM.
- Salary: Market competitive with benefits.

This position offers a unique opportunity to work closely with senior leadership in a dynamic environment, requiring discretion, initiative, and excellent coordination skills. If you thrive in a role that demands attention to detail and proactive management, this could be the ideal fit.

HR Ways is an award-winning technical recruitment firm serving a global client base, including leading SaaS companies and innovative startups. With a presence across multiple countries, HR Ways specializes in connecting top talent with outstanding career opportunities.