Executive Shadow & Project Coordination Specialist

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

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.