Steno/PS To MD/Private Secretary

Pakistan Facilities Management Pvt Ltd

Islamabad , Pakistan

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Posted 2 days ago 4 views Report Job

PKR. 80,000 - 80,000/Month

Pakistan Facilities Management Pvt Ltd is seeking a highly organized and efficient Steno/PS To MD/Private Secretary to support the Managing Director of a semi-government organization based in Islamabad. The ideal candidate will have at least 5 years of experience in providing high-level administrative support and managing confidential communications. This role demands exceptional skills in advanced stenography, document preparation, and calendar management. The selected candidate will coordinate complex travel arrangements, oversee meeting scheduling, and ensure seamless daily operations while maintaining strict confidentiality. In addition to managing a team of five professionals, this position requires strong leadership and organizational abilities to coordinate office workflows and support the Managing Director efficiently. This role serves as the primary communication liaison and requires excellent proficiency with office software, expense reporting tools, and booking systems to streamline the MDs schedule and ensure optimal time management. The successful candidate will proactively handle sensitive information and support the MD with thorough planning and preparation, contributing significantly to the organization's administrative effectiveness and smooth functioning.
Responsibilities

Provide comprehensive stenographic support for the Managing Director, including note-taking and transcription services.
Prepare, format, and manage various official documents, letters, and reports with accuracy and attention to detail.
Manage the MDs calendar by scheduling meetings, appointments, and conferences ensuring effective time allocation.
Coordinate complex domestic and international travel arrangements, including itineraries and accommodations.
Oversee confidential communications and documents, maintaining strict discretion and data privacy at all times.
Lead and manage a team of five administrative staff, delegating tasks and ensuring deadlines are met.
Utilize office software and expense reporting tools to prepare and submit timely and accurate financial documents.
Handle booking and reservation processes for meetings, events, and travel with booking and reservation systems.
Act as the primary point of contact between the Managing Director and internal and external stakeholders.
Organize and coordinate meetings and official events, including preparation of agendas and meeting materials.
Assist in planning and monitoring departmental budgets and expenditures as required.
Communicate effectively with team members and other departments to facilitate smooth organizational processes.
Implement and maintain an efficient filing system for documents and records to ensure easy retrieval.
Support the Managing Director in prioritizing workload and managing deadlines to enhance productivity.
Continuously update knowledge of office procedures and administrative best practices to contribute to process improvements.