Employment Type: Full-time
Location: Lahore
Working Hours: 3PM - 12AM PKT
Position Overview
We are looking for a mature, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative and coordination support to senior leadership. The ideal candidate should have excellent organizational and communication skills, strong follow-through, and the ability to take ownership of tasks while managing multiple priorities effectively.
This role requires someone who is sensible, dependable, resourceful, and comfortable coordinating with cross-functional teams, managing executive schedules, documenting meetings, and handling both professional and personal assistance requirements with discretion and professionalism.
Key Responsibilities
- Calendar & Schedule Management: Manage executive calendars, schedule meetings, coordinate appointments, and ensure effective time management while handling scheduling conflicts and changing priorities.
- Meeting Coordination: Organize internal and external meetings, prepare agendas, coordinate with relevant stakeholders, and ensure all necessary arrangements are in place.
- Minutes of Meetings (MOMs): Document meeting discussions, key decisions, action items, and deadlines. Follow up with respective stakeholders to ensure timely completion of assigned tasks.
- Cross-Functional Coordination: Liaise with different departments and stakeholders to facilitate communication, streamline coordination, and ensure smooth execution of tasks.
- Task Ownership & Follow-ups: Take ownership of assigned responsibilities, proactively track pending tasks, follow up on deliverables, and ensure nothing falls through the cracks.
- Administrative Support: Handle correspondence, documentation, reports, presentations, travel arrangements, and other administrative requirements.
- Personal Assistance: Provide personal assistance to the executive when required, including managing appointments, coordinating personal commitments, and handling other day-to-day requirements.
- Confidentiality: Handle sensitive business and personal information with discretion, professionalism, and confidentiality.
- Ad-hoc Responsibilities: Support leadership with special projects, urgent requests, and other responsibilities as required.
Requirements
- Bachelor's degree in Business Administration, Management, or a relevant field.
- 3–6 years of experience as an Executive Assistant, Personal Assistant, Administrative Assistant, or in a similar coordination-focused role.
- Excellent organizational skills with strong attention to detail.
- Mature, sensible, and professional approach to handling responsibilities and workplace situations.
- Strong communication, interpersonal, and coordination skills.
- Ability to independently manage tasks, prioritize responsibilities, and take ownership of deliverables.
- Experience managing executive calendars, scheduling meetings, and preparing Minutes of Meetings (MOMs).
- Ability to collaborate effectively with cross-functional teams and multiple stakeholders.
- Comfortable handling both professional and personal assistance responsibilities.
- Strong follow-up skills, problem-solving abilities, and the ability to anticipate requirements rather than simply react to instructions.
- High level of discretion and ability to handle confidential information.
- Proficiency in MS Office, particularly Outlook, Word, and Excel.
Ideal Candidate Profile
The ideal candidate is someone who is dependable, mature, detail-oriented, and highly organized. They should be able to think ahead, exercise good judgment, manage responsibilities independently, and ensure that commitments are followed through without constant supervision. We are looking for someone who doesn't just coordinate tasks but takes complete ownership of getting things done.