Office Associate

Act International; Islamabad; On-site; PKR 446,400 - 892,800; Full time

Job summary

Act International is hiring for an Administrative Assistance position to support the COO with daily office operations. The role involves managing calendars, coordinating meetings, and handling document preparation.

Ideal candidates should possess a Bachelor’s degree, have 1-2 years of relevant experience, and demonstrate strong organizational, multitasking, and communication skills.

The position ensures integrity and confidentiality while upholding core values at ACT International.

Qualifications

• 1-2 years of experience in administrative or coordination roles, preferably in executive support.
• Professional attitude and ability to work under pressure.
• Detail-oriented with strong interpersonal skills.

Responsibilities

• Provide full administrative assistance to the COO.
• Manage calendar and schedule meetings.
• Arrange and coordinate meetings and events.
• Assist in preparing operational reports and documentation.
• Monitor office supplies and manage procurement.

Skills

Strong organizational skills

Multitasking skills

Excellent written communication

Excellent verbal communication

Proficiency in MS Office

Problem-solving mindset

Confidentiality handling

Follow-up abilities

Education

Bachelor’s degree in Business Administration or related field

Job description

1. Administrative Assistance

• Provide full administrative assistance to the COO in daily office activities.
• Manage calendar, schedule meetings, and coordinate appointments.
• Prepare and organize documents, reports, presentations, and correspondence.
• Maintain proper filing systems (digital and physical) for COO office records.

2. Coordination & Communication

• Act as a focal point between the COO office and internal departments.
• Follow up on tasks, assignments, and directives issued by the COO.
• Ensure timely communication and information flow across teams.
• Draft emails, letters, and official communications on behalf of the COO office when required.

3. Meeting & Event Management

• Arrange and coordinate meetings, including logistics, agendas, and minutes.
• Record meeting minutes and ensure follow-up of action points.
• Support in organizing internal and external events led by the COO office.

4. Reporting & Documentation

• Assist in preparing operational reports, dashboards, and summaries for COO review.
• Compile data and information from different departments as required.
• Ensure accuracy and confidentiality of all reports and records.

5. Office Management Support

• Monitor office supplies and coordinate procurement as needed.
• Maintain confidentiality of sensitive organizational and operational matters.
• Support in day-to-day troubleshooting and operational issues in the COO office.

Required Qualifications

• Bachelor’s degree in Business Administration, Management, or related field.
• Minimum 1‑2 years of experience in administrative or coordination roles (preferably in executive support).
• Strong organizational and multitasking skills
• Excellent written and verbal communication skills
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook)
• Ability to handle confidential information with discretion
• Strong follow‑up and coordination abilities
• Professional attitude and problem‑solving mindset

Personal Attributes

• Proactive and self‑motivated
• Detail‑oriented and highly reliable
• Able to work under pressure and meet deadlines
• Team player with strong interpersonal skills

Core Values & Safeguarding

ACT International is committed to integrity, accountability, inclusion, safeguarding, and Prevention of Sexual Exploitation and Abuse (PSEA). The post holder is expected to uphold ACT’s Code of Conduct, Safeguarding Policy, PSEA standards, and all relevant ethical and professional standards at all times, ensuring a safe, respectful, and dignified environment for all stakeholders.