Executive Secretary (Personal Assistant to the Chairman)

We are seeking a highly organized and proactive Executive Secretary to provide comprehensive administrative support to the Chairman. This role is pivotal in ensuring the smooth and efficient operation of the Chairman’s Office by managing schedules, coordinating meetings, and facilitating communication with internal and external stakeholders. The ideal candidate will be adept at handling confidential information with discretion and possess strong multitasking abilities to anticipate and meet the Chairman’s needs effectively.

Key Responsibilities

- Provide full executive and administrative support to the Chairman, ensuring the office operates efficiently and effectively.
- Manage the Chairman’s daily calendar, including appointments, meetings, travel arrangements, and priorities to optimize time management and productivity.
- Act as the primary liaison between the Chairman and internal departments, Board members, business partners, government authorities, clients, vendors, and other external stakeholders.
- Coordinate executive and Board meetings as well as strategic business reviews, preparing agendas, presentations, meeting materials, and minutes accurately and distributing them promptly.
- Handle confidential correspondence, reports, and official documents with the utmost discretion, integrity, and professionalism.
- Monitor and follow up on key action items, strategic initiatives, and executive decisions to ensure timely completion and accountability across departments.
- Assist the Chairman in preparing business reports, presentations, analytical summaries, and executive communications to support informed decision-making.
- Organize domestic and international travel, including itinerary planning, flight and hotel bookings, visa arrangements, and other logistics.
- Maintain a well-organized filing and document management system for executive records, contracts, agreements, and confidential corporate documents.
- Facilitate effective communication and collaboration between the Chairman’s Office and senior management to support organizational goals and strategic priorities.
- Anticipate administrative and operational needs by proactively identifying priorities, resolving scheduling conflicts, and ensuring seamless office operations.
- Represent the organization professionally by managing interactions with high-profile visitors and stakeholders with courtesy, diplomacy, and professionalism.
- Perform additional executive and administrative duties as assigned to support business continuity and organizational success.

Required Qualifications

- Bachelor’s degree in Business Administration, Management, or a related field.
- 4-5 years of experience as an Executive Secretary or Personal Assistant, preferably supporting senior management.
- Excellent written and verbal communication skills in English and Urdu.
- Proficient in MS Office applications, including Word, Excel, PowerPoint, and Outlook.

Work Location

- This position requires in-person attendance.

This role offers an excellent opportunity for a detail-oriented professional to work closely with senior leadership and contribute to the organization’s strategic objectives. Candidates who demonstrate exceptional organizational skills, discretion, and the ability to manage complex schedules will thrive in this position.