Executive Assistant

Title: Personal Assistant (Executive Assistant)

Location: Karachi, Remote

Timings: 7:00PM - 4:00AM (Nightshift)

Overview:

As an executive assistant, you will provide comprehensive administrative and secretarial support to executives or senior management personnel. You will serve as the primary point of contact for internal and external stakeholders, manage schedules, coordinate meetings, handle correspondence, and ensure efficient day-to-day operations within the executive's office.

Responsibilities:

• Calendar Management: Schedule and coordinate appointments, meetings, and travel arrangements for executives. Anticipate scheduling conflicts and proactively resolve them.
• Communication Management: Manage incoming and outgoing communications, including phone calls, emails, and written correspondence. Screen and prioritize messages, responding on behalf of the executive when appropriate.
• Document Preparation: Draft, edit, and proofread documents, presentations, and reports for the executive. Ensure accuracy, consistency, and adherence to company standards.
• Information Management: Organize and maintain files, records, and databases, both electronic and physical. Keep confidential information secure and handle sensitive matters with discretion.
• Meeting Coordination: Arrange logistics for meetings, including room booking, agenda preparation, and distribution of materials. Attend meetings as required, take minutes, and follow up on action items.
• Travel Coordination: Plan and coordinate travel itineraries, including flights, accommodations, and ground transportation. Ensure travel plans align with executive's schedule and preferences.
• Relationship Management: Build and maintain positive relationships with internal and external stakeholders, including clients, partners, and team members. Serve as a liaison between the executive and other departments or individuals.
• Expense Management: Track and reconcile expenses, prepare expense reports, and process invoices in a timely manner. Monitor budgetary expenditures and identify cost-saving opportunities.
• Special Projects: Assist with special projects, initiatives, or events as assigned by the executive. Conduct research, gather data, and provide support to ensure successful project outcomes.

Requirements:

• Proven experience as an executive assistant or similar role, preferably supporting senior executives or management personnel.
• Excellent organizational and time-management skills, with the ability to prioritize tasks and multitask effectively.
• Strong communication skills, both verbal and written, with a professional and diplomatic demeanour.
• Proficiency in office productivity software (e.g., Microsoft Office suite) and familiarity with administrative tools and systems.
• Discretion and confidentiality in handling sensitive information and maintaining professional ethics.
• Ability to work independently with minimal supervision and collaborate effectively within a team.
• Bachelor's degree or equivalent qualification preferred, but not always required depending on experience and skills.