Executive Assistant to CEO | Administrative Support - TJ / 1930501

Recruit AI; Sialkot; On-site; PKR 1,339,000 - 2,009,000; Full time

Job summary

Dekalb Trade Voice is seeking an Executive Assistant to support the CEO at our Sialkot Factory Head Office. The role entails comprehensive administrative, secretarial, and operational duties, acting as gatekeeper to the CEO and coordinating with Production, Quality Control, HR, and Export Shipping to execute leadership directives.

The ideal candidate will have personal secretarial experience, excellent organization and communication skills, and proficiency in Microsoft Office, with fluency in

Qualifications

• Experience as personal secretary with confidentiality.
• Strong organizational and interpersonal skills.
• Proficient in Microsoft Office applications.
• Fluent in English and Urdu.
• Experience in manufacturing export environments preferred.
• Ability to coordinate and follow up independently.

Responsibilities

• Manage and coordinate the executive's daily calendar and meetings.
• Schedule local meetings, factory visits and international conferences.
• Handle emails, letters and calls with professionalism.
• Prepare meeting agendas and minutes; track action items.
• Arrange domestic and international travel and visas.
• Oversee logistics for foreign visitors and buyers at Sialkot facility.
• Maintain confidential filing systems for contracts and documents.
• Create clear digital reports and presentations for management reviews.
• Act as liaison between executive office and factory departments.
• Follow up with department heads on deadlines and targets set by the CEO.
• Utilize Microsoft Office for document prep and data management.
• Coordinate virtual meetings (Zoom, Teams, WhatsApp).
• Maintain discretion handling sensitive information.
• Demonstrate strong organizational and problem-solving skills.

Skills

Secretarial experience

Organizational skills

Interpersonal skills

Microsoft Office

English language

Urdu language

Export/manufacturing experience

Coordination and follow-up

Tools

Microsoft Office

Job description

Our client Dekalb Trade Voice is looking for a Executive Assistant to CEO | Administrative Support in Sialkot

The Executive Assistant at Dekalb Trade Voice plays a crucial role in providing comprehensive administrative, secretarial, and operational support to the CEO and Director. This position acts as the primary gatekeeper and manager of the executives schedule, ensuring smooth daily operations and professional communication across internal departments and international buyers. Located at the Sialkot Factory Head Office, this full-time, permanent role requires close coordination with various departments such as Production, Quality Control, Human Resources, and Export Shipping to execute leadership directives effectively. The Executive Assistant arranges and manages complex travel plans, prepares detailed documentation, and facilitates communication between the executive office and stakeholders.

This role demands proven experience in personal secretarial functions, strong organizational abilities, and excellent interpersonal skills, combined with a high proficiency in Microsoft Office applications. The Executive Assistant must maintain confidentiality while handling sensitive information and demonstrate strong problem-solving capabilities. Working knowledge of virtual meeting platforms and the ability to communicate fluently in both English and Urdu are essential. Candidates with experience in manufacturing export environments are highly preferred. Although this role does not involve managing a team, it requires proactive coordination and follow-up skills to ensure deadlines and tasks assigned by the CEO are met consistently.

Responsibilities

• Manage and coordinate the executives daily calendar by prioritizing meetings and balancing client engagements with internal oversight to streamline workflow.
• Schedule and organize local corporate meetings, factory floor visits, and international buyer conferences ensuring all logistics and preparations are in place.
• Handle all incoming and outgoing communications including emails, official letters, and phone calls with professionalism, drafting formal business correspondence, proposals, memos, and regulatory letters as needed.
• Prepare meeting agendas, attend board and departmental meetings, take accurate and detailed minutes, and track task assignments and action items for follow-up with relevant department heads.
• Arrange complex domestic and international travel itineraries, including booking flights, hotels, arranging visa documentation, and coordinating ground transportation.
• Oversee logistics for visiting foreign clients, trade delegates, and retail buyers at the Sialkot facility to ensure smooth and hospitable experiences.
• Maintain a confidential and well-organized filing system both physically and digitally, managing corporate records, contracts, and export documents securely.
• Translate raw data and reports into clear digital spreadsheets and professional presentations for management-wide reviews and decision-making processes.
• Serve as the key liaison between the executive office and factory departments including Production, Quality Control, HR, and Export Shipping, facilitating effective communication and implementation of leadership decisions.
• Follow up regularly with department heads on task deadlines and production targets assigned by the CEO to ensure consistent progress and accountability.
• Use advanced Microsoft Office tools efficiently for document preparation, formatting, data management, and communication.
• Coordinate virtual meetings using platforms such as Zoom, MS Teams, and WhatsApp Business, ensuring timely participation and smooth technical execution.
• Demonstrate discretion in handling sensitive business information and maintain confidentiality related to corporate operations and executive activities.
• Exhibit exceptional organizational and problem-solving skills to anticipate the executives needs and mitigate potential challenges in scheduling and communications.