Executive Assistant/ Secretary

2 days ago

Karachi, Sindh, Pakistan Blue Ocean Foundation Full time 1,200,000 - 3,600,000 per year

Job Description

Position: Executive Assistant / Secretary to the Executive Director Department: Executive Office Reports To: Executive Director

Role Summary

The Executive Assistant / Secretary will provide high-level administrative, organisational, and logistical support to the Executive Director of Sang. This role is pivotal in ensuring smooth day-to-day operations of the Executive Office, maintaining effective communication with internal teams and external stakeholders, and safeguarding the Director's time and priorities. The position requires discretion, efficiency, and the ability to handle sensitive information with the highest degree of professionalism.

Key Responsibilities

  • Administrative Support
  • Manage the Executive Director's calendar, appointments, and scheduling.
  • Draft, proofread, and format correspondence, reports, presentations, and official documents.
  • Maintain records, files, and archives of the Executive Office.
  • Communication & Coordination
  • Serve as the first point of contact for the Executive Director's office—screening calls, emails, and visitors.
  • Liaise with department heads, staff, board members, and external partners.
  • Draft meeting agendas, take minutes, and track follow-up actions.
  • Operational Support
  • Coordinate travel arrangements, visas, itineraries, and expense reports.
  • Assist in the planning and execution of board meetings, events, and special projects.
  • Ensure the Director is fully briefed and prepared for all meetings and engagements.
  • Confidentiality & Professionalism
  • Handle sensitive and confidential information with absolute discretion.
  • Maintain a high standard of professional etiquette in all communications.

Qualifications & Skills

  • Bachelor's degree in Business Administration, Social Sciences, Arts Management, or related field (Master's degree preferred).
  • 3–5 years of experience as an Executive Assistant, Secretary, or similar role supporting senior leadership.
  • Excellent written and verbal communication skills in English (Urdu proficiency a plus).
  • Strong organisational skills with the ability to multitask and prioritise.
  • Proficient in MS Office Suite, Google Workspace, and digital communication tools.
  • Strong interpersonal skills and the ability to work collaboratively across diverse teams.
  • High degree of discretion, reliability, and professionalism.

Attributes

  • Calm under pressure, adaptable, and solution-oriented.
  • Detail-oriented with a proactive approach to problem-solving.
  • Deep interest in the arts, culture, or non-profit sector preferred.

Job Type: Full-time

Work Location: In person

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