Executive Assistant to MD - (UAE Operations)

Executive Assistant to Managing Director – UAE Operations
Location: Clifton, Karachi
Salary: Market Competitive, based on experience and individual capabilities
Industry: Signage Manufacturing | Outdoor Media (OOH) | Digital LED Signage | Interior Fit-Out | Project-Based Manufacturing

We are looking for a highly organized and proactive Executive Assistant to provide comprehensive support to the Managing Director. This role involves close coordination with both the Karachi office and the UAE Head Office, spanning departments such as Sales, Projects, Production, Procurement, HR, Finance, and Operations. The successful candidate will serve as the central liaison between the Karachi team and UAE leadership, ensuring seamless communication, timely follow-ups, and effective execution of management directives. This position demands exceptional organizational skills, confidentiality, strong business communication, and the ability to manage multiple priorities within a dynamic, project-driven environment.

Key Responsibilities
Executive & Administrative Support:
- Manage the Managing Director’s calendar, correspondence, meetings, and daily administrative tasks.
- Prepare reports, presentations, proposals, executive communications, and Minutes of Meetings (MOMs).
- Handle confidential records, contracts, and executive documentation with discretion.
- Coordinate executive travel, appointments, and business schedules as needed.

UAE Operations Coordination:
- Act as the primary point of contact between the Karachi office and UAE Head Office.
- Liaise with UAE managers across various functions to ensure timely execution of directives.
- Monitor ongoing business activities, follow up on pending tasks, and provide regular updates to the Managing Director.
- Escalate operational issues and facilitate timely resolutions through effective coordination.

Communication & Stakeholder Management:
- Maintain effective communication with UAE leadership, internal departments, clients, vendors, consultants, and partners.
- Coordinate cross-functional communication to ensure smooth operations between Pakistan and UAE teams.
- Draft professional business correspondence, official letters, reports, and executive communications.
- Uphold confidentiality when handling sensitive business information.

Meeting, Reporting & Documentation:
- Organize executive meetings, management reviews, and virtual meetings with UAE teams.
- Prepare meeting agendas, presentations, MOMs, action trackers, and executive reports.
- Maintain organized documentation, project records, approvals, and document control systems.
- Assist in preparing business proposals, tender documentation, and management reports.

Office Administration & Business Support:
- Oversee executive office administration to ensure efficient daily operations.
- Coordinate administrative support, office procurement, and documentation needs.
- Support HR with executive coordination, onboarding documentation, and confidential employee records.
- Drive continuous improvements in administrative processes and operational efficiency.

Required Qualifications
Education:
- Bachelor’s degree in Business Administration, Management, Secretarial Studies, or a related field.
- MBA and relevant certifications are considered advantageous.

Experience:
- Minimum 5 to 8 years as an Executive Assistant, Executive Secretary, or Senior Administrative professional.
- At least 3 years of direct support to a Managing Director, CEO, Directors, or C-Level Executives.
- Prior experience in Signage Manufacturing, OOH Advertising, Digital LED Signage, Interior Fit-Out, Engineering, Construction, Manufacturing, Printing, Fabrication, or other project-based industries.
- Experience supporting UAE/GCC business operations and coordinating with cross-functional teams is essential.

Technical Proficiency:
- Advanced skills in Microsoft Office (Excel, Word, PowerPoint, Outlook).
- Proficient with Microsoft Teams, Zoom, Google Workspace, and other digital collaboration tools.
- Familiarity with ERP, CRM, or Document Management Systems is a plus.
- Strong business reporting, documentation, presentation, and correspondence skills.

Core Competencies:
- Excellent organizational, multitasking, time management, and prioritization abilities.
- Strong communication, stakeholder management, and business writing skills.
- High professionalism, integrity, discretion, and confidentiality.
- Effective follow-up, coordination, problem-solving, and execution capabilities.
- Ability to work independently in a fast-paced, cross-functional environment.

Compensation:
Salary range is Rs150,000 to Rs200,000 per month, commensurate with experience and qualifications.

Work Location:
This is an in-person role based in Clifton, Karachi.

Candidates will be asked about their experience supporting senior executives, industry background, coordination with UAE/GCC teams, current and expected salary, notice period, and availability to join.