Executive Assistant to CEO

About the role

Dekalb Trade Voice is hiring a full-time, permanent Executive Assistant to the CEO and Director at its Sialkot factory head office. The role provides administrative, secretarial and operational support and acts as the main gatekeeper of the executives' schedule, coordinating with Production, Quality Control, Human Resources and Export Shipping. It involves complex travel arrangements, documentation and liaison with international buyers.

Key responsibilities

• Manage the executives' daily calendar, prioritising meetings and client engagements
• Schedule local corporate meetings, factory floor visits and international buyer conferences
• Handle incoming and outgoing communications and draft formal correspondence, proposals, memos and regulatory letters
• Prepare meeting agendas, take minutes and track action items with department heads
• Arrange domestic and international travel, including flights, hotels, visas and ground transport
• Oversee logistics for visiting foreign clients, trade delegates and retail buyers
• Maintain a confidential physical and digital filing system for records, contracts and export documents
• Turn raw data and reports into spreadsheets and presentations for management review
• Act as liaison between the executive office and factory departments and follow up on deadlines and production targets
• Use Microsoft Office tools and coordinate virtual meetings via Zoom, MS Teams and WhatsApp Business

Required profile

• Proven experience in personal secretarial functions
• Strong organisational and interpersonal skills, with discretion and problem-solving ability
• Fluent English and Urdu
• Working knowledge of virtual meeting platforms
• Experience in manufacturing export environments is highly preferred

Required skills

• High proficiency in Microsoft Office
• Virtual meeting platforms such as Zoom, MS Teams and WhatsApp Business