Executive Coordinator | Morning Shift | PKR Pay | Karachi

HR Ways; Karachi Division; On-site; PKR 670,000 - 1,339,000; Full time

Job summary

HR Ways is seeking an Executive Shadow / Personal Coordinator in Karachi to support the Director and manage both business and personal affairs. This role requires proactive task management, calendar control, and clear MOM documentation.

You will coordinate with contractors, vendors, and clients, prepare reports, and handle travel arrangements as needed. The candidate should be fluent in English and Urdu, with 2–5 years of relevant experience and strong confidentiality.

Qualifications

• 2–5 years of experience as an Executive Assistant, Personal Assistant, Personal Coordinator, Secretary, or similar role
• Excellent organizational and follow-up skills
• Strong communication skills in English and Urdu
• Excellent MS Excel skills and good knowledge of Word and PowerPoint
• Ability to understand information, organize it, and prepare concise reports
• Strong noting and MOM-taking skills
• Must be proactive and able to multitask
• Comfortable dealing with senior staff, contractors, vendors, and consultants
• High level of confidentiality and integrity

Responsibilities

• Maintain the Executive's daily schedule, meetings, appointments, and commitments.
• Keep track of priorities, deadlines, and pending tasks.
• Coordinate meetings with contractors, consultants, vendors, clients, and other stakeholders.
• Prepare agendas and ensure the Executive has the required information before meetings.
• Maintain a daily/weekly follow-up list of matters discussed with the Executive.
• Follow up with staff, contractors, consultants, vendors, and other relevant parties.
• Track commitments made during meetings and ensure they are closed on time.
• Proactively remind the Executive about important deadlines and pending decisions.
• Attend important meetings when required and take clear MOMs.
• Convert discussions into actionable tasks with responsible persons and deadlines.
• Assist with travel arrangements, bookings, and personal commitments as needed.

Skills

Executive coordination

Organizational skills

Follow-up skills

English language

Urdu language

Report preparation

Education

BBA or BS in related field

Tools

Excel

Word

PowerPoint

Job description

About the Client
Hiring for well-known builders & developers.

Job Role:
This role is required for a highly organized, proactive, and trustworthy Executive Shadow / Personal Coordinator who can work closely with the Director and act as a central point of coordination for his business and personal affairs.

This is not a traditional secretary role. The person will be expected to understand what the Executive is working on, keep track of pending matters, follow up with relevant people, and make sure tasks move forward without the Executive having to repeatedly chase them.

1. Executive Coordination

• Maintain the Executive's daily schedule, meetings, appointments, and commitments.
• Keep track of priorities, deadlines, and pending tasks.
• Coordinate meetings with contractors, consultants, vendors, clients, and other stakeholders.
• Prepare agendas and ensure the Executive has the required information before meetings.

2. Follow-Ups & Task Management

• Maintain a daily/weekly follow-up list of matters discussed with the Executive.
• Follow up with staff, contractors, consultants, vendors, and other relevant parties.
• Track commitments made during meetings and ensure they are closed on time.
• Proactively remind the Executive about important deadlines and pending decisions.
• Maintain proper records of ongoing matters and their status.

3. Meeting Notes & MOM

• Attend important meetings when required.
• Take clear and structured Minutes of Meeting (MOM).
• Convert discussions into actionable tasks with responsible persons and deadlines.
• Follow up until the action items are completed.

4. Construction & Business Coordination

• Assist the Executive in coordinating matters related to construction and real estate projects.
• Follow up on project progress, procurement, quotations, vendors, contractors, and consultants.
• Collect and organize quotations and prepare comparisons.
• Coordinate with the project team to obtain updates and required information.
• Highlight delays, pending decisions, and issues requiring the Executive's attention.

5. Excel, Reports & Analysis

• Maintain Excel-based trackers and reports.
• Prepare quotation comparisons, cost comparisons, project trackers, and follow-up reports.
• Analyze information and present it in a simple, decision-friendly format.
• Maintain organized digital records and documentation.

6. Research & Information Gathering

• Conduct online and market research as instructed by the Executive.
• Research vendors, products, services, suppliers, travel arrangements, and business-related requirements.
• Gather information and present suitable options clearly for decision-making.

7. Personal Assistance

• Assist with the Executive's personal administrative requirements when required.
• Coordinate travel arrangements, bookings, appointments, and other personal commitments.
• Handle personal and family-related scheduling discreetly and professionally.

Candidate Requirements

• 2-5 years of experience as an Executive Assistant, Personal Assistant, Personal Coordinator, Secretary, or similar role.
• Excellent organizational and follow-up skills.
• Strong communication skills in English and Urdu.
• Excellent MS Excel skills and good knowledge of Word and PowerPoint.
• Ability to understand information, organize it, and prepare concise reports.
• Strong noting and MOM-taking skills.
• Must be proactive rather than waiting for instructions.
• Ability to manage multiple tasks simultaneously.
• Must be comfortable dealing with senior staff, contractors, vendors, and consultants.
• Good professional judgment and problem-solving ability.High level of confidentiality and integrity is essential.
• Must be flexible regarding business and occasional personal requirements.

Other Details:

Education: BBA or BS in a related field.
Experience: 2-5 Years
Location: DHA Phase 8, Karachi
Salary: Market Competitive + benefits
Timings: Monday to Saturday, 9am to 7pm

HR Ways is an Award winning Technical Recruitment Firm helping software houses and IT Product companies internationally and locally to find IT Talent. HR Ways is engaged by 300+ Employers worldwide ranging from worlds biggest SaaS Companies to most competitive Startups. We have entities in Dubai, Canada, US, UK, Pakistan, India, Saudi Arabia, Portugal, Brazil and other parts of the world. Join our WhatsApp Channel https://whatsapp.com/channel/0029VamSiLr5fM5fMtAdCS2M to stay updated or visit www.hrways.co to know more.