Executive Administrative Assistant (Office Secretary)

About the role

Recruit AI is seeking a highly organized Executive Administrative Assistant to support senior executives in Karachi. The role involves managing calendars, handling correspondence, and ensuring smooth daily office operations while maintaining confidentiality.

Key responsibilities

• Manage and maintain executive calendars, appointments, and meeting schedules.
• Draft, review, and organize business correspondence, reports, and documents.
• Handle incoming telephone calls, emails, and inquiries, directing them appropriately.
• Coordinate and schedule meetings, prepare agendas, and record accurate minutes.
• Maintain confidential records and safeguard sensitive information.
• Arrange travel logistics, including transportation and accommodation bookings.
• Oversee daily administrative operations to ensure office efficiency.
• Liaise with internal departments and external stakeholders to facilitate communication.
• Organize and maintain electronic and physical filing systems.
• Assist in preparing presentations and supporting senior management as needed.
• Monitor office supplies and equipment, coordinating with vendors.
• Provide general administrative support such as photocopying, scanning, and data entry.

Required profile

• Minimum two years of experience in a secretarial or administrative role.
• Bachelor’s degree in Business Administration or a related field preferred.
• Excellent verbal and written communication skills.
• Strong attention to detail and high level of professionalism.
• Ability to manage multiple tasks efficiently and work independently.
• Demonstrated discretion in handling confidential information.

Required skills

• Proficiency in Microsoft Word.
• Proficiency in Microsoft Excel.
• Proficiency in Microsoft PowerPoint.
• Proficiency in Microsoft Outlook.