Executive Assistant | Karachi – Full Time

NCGCL; Karachi Division; On-site; PKR 669,600 - 892,800; Full time

Job summary

National Credit Guarantee Company Limited (NCGCL) is hiring an Executive Assistant to support the office and the CEO. The role requires high professionalism and discretion, managing daily operations and extensive support for the CEO.

Key responsibilities include overseeing office management, travel arrangements, and calendar management for the CEO. Ideal candidates should have over five years of experience and a Bachelor’s degree in a related field, with strong administrative and communication skills.

Qualifications

• At least five years of experience in a similar or senior administrative role.
• Professional appearance and interpersonal skills.
• Ability to handle confidential information professionally.

Responsibilities

• Manage daily office operations professionally.
• Coordinate travel arrangements for the CEO.
• Proactively manage the CEO’s calendar and appointments.

Skills

Customer service-oriented attitude

Strong verbal and written communication skills

Organisational abilities

Proactive problem-solving mindset

Education

Bachelor’s degree in Business Administration, Management, or related field

Tools

MS Office (Word, Excel, Outlook)

Job description

The National Credit Guarantee Company Limited (NCGCL) has been incorporated as a public company limited by shares, with the subscribed shareholding of the Government of Pakistan – Ministry of Finance (44%) and Karandaaz Pakistan (56%). The initial capital has been made available by the United Kingdom’s Foreign, Commonwealth & Development Office (FCDO) under its Financial Inclusion Program. NCGCL is incorporated as a Non-Banking Financial Company (NBFC), regulated by the SECP, and holds an Investment Finance Services (IFS) License.

As a highly specialised institution, NCGCL designs and structures guarantee products that de‑risk SME financing, helping financial institutions expand access to capital. The company facilitates the allocation of capital towards areas with a higher economic, employment, and impact multiplier, with the primary objective of catalysing economic growth by targeting a largely underserved segment.

Job Overview

The Executive Assistant plays a pivotal dual role at NCGCL, serving both the organisation’s broader office management needs and providing dedicated, high‑level support to the Chief Executive Officer. The incumbent is expected to operate with a high degree of professionalism, discretion, and initiative, ensuring seamless day‑to‑day office operations while simultaneously enabling the CEO to focus on strategic priorities. This role demands exceptional organisational skills, strong interpersonal ability, and the capacity to manage multiple responsibilities across two distinct functional areas.

Key Responsibilities

General Office Management – 50% of Role

This section covers responsibilities related to the smooth, day‑to‑day functioning of the NCGCL office, ensuring a professional environment for employees, visitors, and clients.

Front Desk & Visitor Management

• Greet and assist visitors, clients, and employees professionally
• Manage front desk operations and maintain a welcoming office environment
• Handle incoming calls, emails, and courier correspondence and tracking for courier.

Administrative Coordination

• Manage meeting room bookings and visitor scheduling
• Coordinate hospitality arrangements for guests and meetings
• Support onboarding arrangements for new joiners
• Maintain records, logs, and office documentation and Pettycash.
• Aware of safety protocols and elevate emergency situations.

Office Support

• Monitor and manage office stationery and pantry inventory and supplies.
• Coordinate with vendors and service providers for office‑related support.
• Assist in day‑to‑day administrative and operational activities.

Communication & Coordination

• Coordinate with internal teams for operational support.
• Handle employee and visitor queries professionally.
• Escalate issues to relevant departments when required.

CEO Office Management – 50% of Role

This section covers high‑level executive support responsibilities dedicated to the Chief Executive Officer, requiring exceptional discretion, judgment, and the ability to operate in a fast‑paced, senior leadership environment.

Travel Management

• Plan and coordinate all domestic and international travel arrangements for the CEO, including flights, hotels, and ground transportation.
• Prepare comprehensive travel itineraries covering visa requirements, travel advisories, and all logistical details.
• Liaise with travel agencies, airlines, and hotels to ensure cost‑effective and seamless travel experiences.
• Process and reconcile travel expense reports and claims in a timely and accurate manner.
• Handle last‑minute travel changes and cancellations efficiently, ensuring minimal disruption to the CEO’s schedule.

Calendar Management

• Proactively manage and maintain the CEO’s complex calendar, scheduling meetings, appointments, and events with precision.
• Prioritise and resolve scheduling conflicts, ensuring optimal use of the CEO’s time.
• Coordinate with internal and external stakeholders to confirm meeting logistics, agendas, and required materials.
• Send timely reminders and briefing notes ahead of key engagements and executive meetings.
• Maintain strict confidentiality in handling all calendar‑related information and sensitive communications.

Project Management – CEO Office

• Support the CEO in managing key strategic projects, tracking progress, deadlines, and deliverables across departments.
• Coordinate with department heads and teams to follow up on action items and ensure timely completion of CEO‑directed initiatives.
• Prepare status reports, dashboards, and briefing documents for the CEO’s review on ongoing projects.
• Assist in organising and coordinating board meetings, leadership sessions, and town halls, including preparation of agendas and minutes.
• Handle special assignments and ad‑hoc projects as directed by the CEO, demonstrating discretion and a high degree of professional judgment.

Eligibility Criteria

Education & Experience

• Bachelor’s degree preferred, ideally in Business Administration, Management, or a related field.
• At least five (5) years of experience in a similar or senior administrative role within a corporate or professional services environment.

Technical & Behavioral Skills

• Customer service‑oriented attitude with a commitment to professionalism.
• Strong verbal and written communication skills.
• Professional appearance and interpersonal skills.
• Good knowledge of MS Office (Word, Excel, Outlook).
• Strong organisational and multitasking abilities.
• Ability to handle confidential information professionally.
• High attention to detail and accuracy.
• Proactive problem‑solving mindset.
• Comfortable operating in a dual‑role capacity across general administration and executive support.
• Ability to exercise sound professional judgment and discretion at all times.