Executive Secretary

Elsewedy Electric Pakistan; Karachi Division; On-site; PKR 1,200,000 - 2,000,000; Full time

Job summary

Elsewedy Electric Pakistan is seeking an experienced Executive Secretary to provide high-level administrative and secretarial support to the Managing Director in Karachi. You will manage calendars, coordinate meetings, and oversee travel arrangements, ensuring confidentiality and efficiency.

The role requires 4–6 years of relevant experience, a Bachelor's degree in business administration, and fluency in English and Urdu. Proficiency in MS Office and familiarity with ERP systems are essential.

Qualifications

• Bachelor's degree in business administration or related field.
• 4–6 years of experience as an Executive Secretary or Executive Assistant.
• Fluency in English and Urdu.

Responsibilities

• Provide comprehensive administrative and secretarial support to the Managing Director.
• Manage the MD's calendar, schedule meetings, and coordinate appointments and priorities.
• Arrange domestic and international travel, including flight bookings, hotel reservations, transportation, visa documentation, and travel itineraries.
• Prepare meeting agendas, record minutes of meetings, and follow up on action items.
• Draft, review, and maintain professional correspondence, reports, presentations, and other business documents.
• Handle confidential information with a high level of discretion and professionalism.
• Coordinate communication between departments and external stakeholders.
• Manage the day-to-day office operations to ensure a smooth and efficient work environment.
• Maintain filing systems and ensure proper documentation and record management.
• Organize and coordinate meetings, business visits, and official events as required.
• Process the MD's expense claims, petty cash, and invoice coordination in line with company policy.
• Safeguard sensitive commercial, financial, and personnel information, exercising the highest standard of confidentiality and discretion at all times.

Skills

Calendar management

Secretarial support

Travel coordination

Confidentiality

Education

Bachelor's degree in business administration

Tools

MS Office

ERP systems

Travel booking tools

Job description

To provide efficient, high-level administrative and secretarial support to the Managing Director of the Pakistan office by managing schedules, coordinating meetings and travel, handling confidential correspondence, and ensuring the smooth day-to-day running of the MD's office.

Key Responsibilities:

• Provide comprehensive administrative and secretarial support to the Managing Director.
• Manage the MD's calendar, schedule meetings, and coordinate appointments and priorities.
• Arrange domestic and international travel, including flight bookings, hotel reservations, transportation, visa documentation, and travel itineraries.
• Prepare meeting agendas, record minutes of meetings, and follow up on action items.
• Draft, review, and maintain professional correspondence, reports, presentations, and other business documents.
• Handle confidential information with a high level of discretion and professionalism.
• Coordinate communication between departments and external stakeholders.
• Manage the day-to-day office operations to ensure a smooth and efficient work environment.
• Maintain filing systems and ensure proper documentation and record management.
• Organize and coordinate meetings, business visits, and official events as required.
• Process the MD's expense claims, petty cash, and invoice coordination in line with company policy.
• Safeguard sensitive commercial, financial, and personnel information, exercising the highest standard of confidentiality and discretion at all times.

Education: Bachelor's degree in business administration or a related field.

Years of Experience: 4–6 years of experience as an Executive Secretary or Executive Assistant, ideally supporting C‑suite or country-head level management.

Languages: Fluency in English (written and spoken) and Urdu.

Systems: Advanced proficiency in MS Office (Outlook, Word, Excel, PowerPoint) and familiarity with ERP and travel-booking tools.