Strategic Office Manager

3 days ago

Lahore, Punjab, Pakistan International Petrochemical Full time
Job Description

The MD Support Specialist plays a vital role in facilitating high-level decision-making, ensuring seamless coordination across departments, and handling complex business, administrative, and personal tasks with utmost professionalism.

Key Responsibilities:
  1. Executive Support & Calendar Management:
  • Ensure the Managing Director's schedule is optimized, prioritizing meetings and blocking time for strategic work.
  • Coordinate and schedule high-stakes meetings, board meetings, investor meetings, and internal leadership discussions.
  • Prepare detailed itineraries, travel plans, and accommodations for both domestic and international travel.
  • Anticipate scheduling conflicts and provide real-time solutions.
Strategic Communication & Correspondence:
  • Act as the primary gatekeeper and liaison for the Managing Director, handling all high-level correspondence professionally and confidentially.
  • Draft and proofread executive reports, presentations, and official documents for internal and external use.
  • Summarize key industry trends, market intelligence, and competitor insights for the Managing Director's reference.
  • Ensure all communication from the Managing Director's office aligns with corporate objectives and branding.
Project Management & Execution:
  • Oversee and track strategic initiatives, ensuring timely execution and alignment with organizational goals.
  • Coordinate with cross-functional teams to gather critical updates and present them in executive summaries for the Managing Director.
  • Assist in business research, feasibility reports, and competitive analysis to support informed decision-making.
  • Facilitate high-priority projects, ensuring bottlenecks are addressed proactively.
Leadership & Stakeholder Engagement:
  • Build and maintain strong relationships with key business partners, government officials, investors, and high-net-worth individuals.
  • Represent the Managing Director's office in external and internal meetings when required, ensuring key takeaways and action points are documented.
  • Act as the Managing Director's proxy in decision-making processes when necessary.
  • Coordinate with legal, finance, and compliance teams for approvals and document sign-offs.
Operational Excellence & Business Process Optimization:
  • Identify inefficiencies in the Managing Director's workflow and implement automation tools or process improvements.
  • Maintain an organized repository of critical documents, contracts, and confidential records.
  • Monitor and manage financial reports, expense tracking, and budget allocations for the Managing Director's office.
  • Ensure all operational, regulatory, and compliance-related documentation is up-to-date and easily accessible.
Confidentiality & Risk Management:
  • Handle highly sensitive and confidential information with absolute discretion.
  • Develop risk mitigation strategies to manage crisis situations and emergency protocols effectively.
  • Maintain awareness of geopolitical and industry risks that may impact the company's strategic direction.
Required Qualifications & Experience:
  • Master's degree in Business Administration, Finance, Economics, or a related field preferred.
  • 10+ years of experience in a senior executive support role, preferably supporting C-suite executives in a multinational or high-paced corporate environment.
  • Strong understanding of business operations, financial reporting, and corporate governance.
  • Experience handling board-level reporting, legal documentation, and confidential corporate matters.
Key Skills & Competencies:
  • Business Acumen: Strong knowledge of corporate finance, market intelligence, and competitive landscapes.
  • Strategic Thinking: Ability to anticipate needs, proactively address challenges, and provide strategic insights to the Managing Director.
  • Excellent Communication: Superior verbal and written communication skills, including the ability to draft high-quality reports and correspondence.
  • Project Management: Strong ability to execute projects with multiple stakeholders and tight deadlines.
  • Negotiation & Influence: Strong interpersonal skills to liaise with senior executives, clients, and external partners.
  • Confidentiality & Integrity: Strong ethical standards and ability to handle sensitive business information discreetly.
  • Tech-Savviness: Proficiency in MS Office Suite, Odoo ERP, project management tools (e.g., Asana, Trello), and automation software.
  • Multitasking & Agility: Ability to manage a high volume of complex tasks efficiently and accurately.

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