Personal Assistant

We are seeking a highly organized, proactive, and trustworthy Executive Shadow / Personal Coordinator to work closely with the Director of a reputed builders and developers firm. This role goes beyond traditional secretarial duties, requiring a candidate who can understand the Executive’s priorities, track pending matters, and ensure timely follow-ups without constant supervision. The ideal candidate will act as a central point of coordination for both business and personal affairs, maintaining seamless communication and task progression.

Key Responsibilities

- Executive Coordination: Manage the Executive’s daily schedule, appointments, meetings, and commitments. Prioritize deadlines and pending tasks, coordinate meetings with contractors, consultants, vendors, clients, and other stakeholders. Prepare meeting agendas and ensure the Executive is well-informed in advance.

- Follow-Ups & Task Management: Maintain a daily and weekly follow-up list for all matters discussed with the Executive. Proactively follow up with staff, contractors, consultants, vendors, and other parties to ensure commitments are met on time. Keep comprehensive records of ongoing tasks and remind the Executive about important deadlines and decisions.

- 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. Ensure follow-up until completion of action items.

- Construction & Business Coordination: Assist in coordinating construction and real estate project-related matters. Monitor project progress, procurement, quotations, and vendor activities. Organize and compare quotations, liaise with the project team for updates, and highlight any delays or issues needing the Executive’s attention.

- Excel, Reports & Analysis: Maintain Excel trackers and reports including quotation comparisons, cost analyses, project trackers, and follow-up reports. Present data in a simplified format to aid decision-making. Keep digital records well-organized.

- Research & Information Gathering: Conduct online and market research as directed. Investigate vendors, products, services, suppliers, travel arrangements, and other business-related requirements. Present clear options to facilitate informed decisions.

- Personal Assistance: Support the Executive’s personal administrative needs, including travel arrangements, bookings, appointments, and family-related scheduling, ensuring discretion and professionalism.

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 summarize information into concise reports.
- Strong skills in noting and preparing minutes of meetings.
- 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 handle both business and occasional personal requirements.

Preferred Qualifications and Benefits

- Bachelor’s degree in Business Administration (BBA), Bachelor of Science (BS), or a related field.
- Competitive market salary with additional benefits.
- Work location based in DHA Phase 8, Karachi.
- Working hours from Monday to Saturday, 9:00 AM to 7:00 PM.

This opportunity offers a dynamic work environment within a well-established organization, ideal for candidates seeking to leverage their coordination and executive support skills in the construction and real estate sector.