Executive Assistant

We are seeking a mature, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative and coordination support to senior leadership in our Lahore office. The successful candidate will demonstrate excellent organizational and communication skills, strong follow-through, and the ability to manage multiple priorities effectively. This role demands a sensible and dependable professional who can coordinate with cross-functional teams, manage executive schedules, document meetings, and handle both professional and personal assistance tasks with discretion and professionalism. The working hours for this position are from 3 PM to 12 AM PKT.

Key Responsibilities

- Calendar & Schedule Management: Oversee executive calendars by scheduling meetings, coordinating appointments, and managing time efficiently while resolving scheduling conflicts and adapting to changing priorities.

- Meeting Coordination: Arrange internal and external meetings, prepare agendas, liaise with relevant stakeholders, and ensure all logistical arrangements are in place.

- Minutes of Meetings (MOMs): Accurately document meeting discussions, decisions, action items, and deadlines. Follow up with stakeholders to ensure timely completion of tasks.

- Cross-Functional Coordination: Facilitate communication between departments and stakeholders to streamline processes and ensure smooth execution of responsibilities.

- Task Ownership & Follow-ups: Take full ownership of assigned tasks, proactively monitor pending items, and ensure all deliverables are completed on time.

- Administrative Support: Manage correspondence, prepare documentation, reports, presentations, and handle travel arrangements along with other administrative duties.

- Personal Assistance: Provide personal support to the executive as needed, including managing personal appointments and coordinating day-to-day requirements.

- Confidentiality: Maintain a high level of discretion when handling sensitive business and personal information.

- Ad-hoc Responsibilities: Assist leadership with special projects, urgent requests, and other duties as required.

Required Qualifications

- Bachelor’s degree in Business Administration, Management, or a related field.

- 3 to 6 years of experience in roles such as Executive Assistant, Personal Assistant, Administrative Assistant, or similar coordination-focused positions.

- Exceptional organizational skills with strong attention to detail.

- A mature, sensible, and professional approach to workplace responsibilities and situations.

- Excellent communication, interpersonal, and coordination abilities.

- Proven capability to independently manage tasks, prioritize responsibilities, and take ownership of deliverables.

- Experience managing executive calendars, scheduling meetings, and preparing Minutes of Meetings (MOMs).

- Ability to collaborate effectively with cross-functional teams and multiple stakeholders.

- Comfortable handling both professional and personal assistance duties.

- Strong follow-up skills, problem-solving aptitude, and the ability to anticipate needs rather than simply reacting to instructions.

- High level of discretion and professionalism in handling confidential information.

- Proficiency in MS Office applications, particularly Outlook, Word, and Excel.

Preferred Qualifications and Benefits

While not explicitly stated, candidates who demonstrate dependability, foresight, and the ability to work independently without constant supervision will be highly valued. The ideal Executive Assistant is someone who not only coordinates tasks but takes complete ownership to ensure commitments are fulfilled efficiently and effectively.

This position offers the opportunity to work closely with senior leadership in a dynamic environment, contributing significantly to the smooth operation of executive functions.