Personal Assistant

We are seeking a highly organized, proactive, and trustworthy Executive Shadow / Personal Coordinator to work closely with the Director of a reputed construction and real estate development firm. This role goes beyond traditional secretarial duties, requiring the candidate to deeply understand the Executive’s priorities, manage pending tasks, and ensure smooth progress without constant supervision. The ideal candidate will act as a central point of coordination for both business and personal affairs, maintaining confidentiality and professionalism at all times.

Key Responsibilities

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

- Follow-Ups & Task Management: Maintain a comprehensive follow-up list for all matters discussed with the Executive. Proactively engage with staff, contractors, and vendors to track commitments and ensure timely closure. Remind the Executive of important deadlines and pending decisions, while keeping detailed records of ongoing issues.

- Meeting Notes & Minutes of Meeting (MOM): Attend key meetings as required, take clear and structured minutes, and translate discussions into actionable tasks with assigned responsibilities and deadlines. Follow up until all action items are completed.

- Construction & Business Coordination: Support the Executive in managing construction and real estate projects by monitoring progress, procurement, quotations, and vendor relations. Organize quotations, prepare comparisons, and coordinate with project teams to highlight delays or issues needing attention.

- Excel, Reports & Analysis: Maintain Excel-based trackers and reports including quotation and cost comparisons, project status, and follow-ups. Analyze data and present it in a clear, decision-friendly format. Ensure all digital records and documentation are well-organized.

- Research & Information Gathering: Conduct market and online research as directed, sourcing vendors, products, services, travel arrangements, and other business-related information. Present options clearly to facilitate informed decision-making.

- Personal Assistance: Provide support for the Executive’s personal administrative needs, including travel arrangements, bookings, appointments, and family-related scheduling, handled discreetly and professionally.

Required Qualifications

- 2 to 5 years of experience in roles such as Executive Assistant, Personal Assistant, Personal Coordinator, or Secretary.
- Excellent organizational skills with a strong ability to follow up and manage multiple tasks simultaneously.
- Proficient communication skills in English and Urdu.
- Advanced MS Excel skills, along with good knowledge of Word and PowerPoint.
- Strong ability to understand, organize, and summarize information into concise reports.
- Exceptional noting and MOM-taking capabilities.
- Proactive mindset with the ability to work independently without constant instructions.
- Comfortable interacting with senior staff, contractors, vendors, and consultants.
- Demonstrated professional judgment, problem-solving skills, and high integrity.
- Ability to maintain confidentiality and handle sensitive information.
- Flexibility to accommodate business and occasional personal requirements.

Preferred Qualifications and Benefits

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

This opportunity offers a dynamic work environment with a well-established builder and developer, where the selected candidate will play a vital role in ensuring the Executive’s efficiency and business success.