Executive Secretary - Office Administration

Position Title: Executive Assistant / Secretary
Industry: Office Administration
Location: Saddar, Karachi, Pakistan
Employment Type: Full-Time

Job Overview:

We are seeking a well-organized and proactive Executive Assistant / Secretary to provide high-level administrative support to senior management. The ideal candidate should have prior experience in a similar role, excellent coordination and communication skills, and proficiency in Excel and other MS Office tools. Preference will be given to candidates who have worked in large or structured organizations.

Key Responsibilities:

Executive Support:

• Manage calendars, appointments, and schedules for senior executives
• Draft, proofread, and format reports, business correspondence, and presentations
• Maintain and organize important records, documents, and files

Coordination & Communication:

• Serve as the point of contact between executives and internal/external stakeholders
• Coordinate travel plans including flights, hotel bookings, and visa arrangements
• Facilitate effective communication across departments

Meetings & Events:

• Schedule and organize meetings, prepare agendas, and record minutes
• Support in planning internal events and business functions

Confidentiality & Professionalism:

• Handle confidential documents with integrity and discretion
• Ensure data privacy and security of sensitive information

Administrative Oversight:

• Assist with day-to-day office administrative tasks
• Support HR functions such as onboarding and maintaining employee records

Key Requirements:

• Bachelor's degree or diploma in Secretarial Studies or a related field
• 5  - 7 years of relevant experience as an Executive Assistant or Secretary
• Strong organizational, multitasking, and time-management skills
• Excellent command over Microsoft Excel, Word, PowerPoint, and Outlook
• Strong verbal and written communication skills in English and Urdu
• Prior experience in diary management, documentation, and record keeping
• Preference for candidates with experience in large organizations