Executive Secretary to the Chairman
Company: Almaymaar Global Pvt. Ltd.
Department: Chairman’s Office / Executive Office
Designation: Executive Secretary to the Chairman
Reporting To: Chairman
Location: Islamabad, Pakistan
Employment Type: Full-Time
1. Job Purpose
To provide high-level executive, administrative, and secretarial support to the Chairman of Almaymaar Global Pvt. Ltd., ensuring efficient management of the Chairman’s schedule, meetings, correspondence, confidential information, and follow-up on key business matters. The role requires exceptional organizational skills, discretion, professionalism, and the ability to coordinate effectively with senior management, internal departments, external stakeholders, and business associates.
2. Key Responsibilities
A. Executive & Administrative Support
Manage the Chairman’s daily calendar, appointments, meetings, and business commitments.
Coordinate internal and external meetings, ensuring timely scheduling and preparation.
Arrange travel, transportation, accommodation, and other logistical requirements for official engagements.
Prepare meeting agendas, briefing notes, presentations, and relevant documents for the Chairman.
Maintain an organized filing system for important documents, correspondence, and executive records.
B. Communication & Correspondence
Handle incoming calls, emails, letters, and other communications professionally.
Draft, proofread, and format emails, official letters, meeting invitations, and business correspondence on behalf of the Chairman.
Act as a coordination point between the Chairman and directors, department heads, employees, clients, investors, consultants, and other stakeholders.
Ensure that important communications are conveyed accurately and in a timely manner.
C. Meeting Coordination & Follow-Up
Organize board meetings, management meetings, business reviews, and other executive engagements.
Prepare meeting minutes, record key decisions, and maintain an action-point tracker.
Follow up with relevant departments and senior management regarding pending tasks and decisions assigned by the Chairman.
Provide periodic updates to the Chairman on the status of pending matters and outstanding commitments.
Ensure that meeting documents and relevant reports are available before scheduled meetings.
D. Business Coordination & Reporting
Coordinate with departments including Sales, Marketing, Finance, HR, Operations, Construction, and Business Development, as required.
Collect and consolidate reports, presentations, and updates requested by the Chairman.
Maintain records of important instructions, commitments, approvals, and follow-up actions.
Assist in preparing executive summaries, management reports, and presentations.
Escalate urgent matters, delays, and critical issues to the Chairman's attention.
E. Confidentiality & Professional Conduct
Maintain strict confidentiality regarding business strategies, financial information, employee matters, contracts, and other sensitive information.
Exercise discretion when handling confidential correspondence and executive documents.
Ensure the secure handling, storage, and circulation of sensitive records.
Represent the Chairman’s Office with professionalism, tact, and integrity.
F. Stakeholder & External Relations
Coordinate appointments and engagements with clients, investors, business partners, consultants, government representatives, and other external stakeholders.
Ensure visitors and guests are received professionally and that meetings are arranged smoothly.
Maintain professional relationships with relevant stakeholders while adhering to the Chairman’s instructions and company protocols.
3. Qualifications & Experience
Experience: 12–15 years of relevant professional experience in executive secretarial support, senior executive assistance, or executive office management.
Preferred Background: Proven experience supporting a Chairman, CEO, Managing Director, Board of Directors, or other C-suite executive in a reputable corporate organization.
Industry Preference: Experience in real estate, property development, construction, investment, or other large-scale corporate environments will be highly preferred.
Education: Bachelor’s degree in Business Administration, Management, English, or a related discipline. A master’s degree will be an added advantage.
Executive Exposure: Demonstrated experience handling confidential correspondence, senior-level meetings, executive reporting, stakeholder coordination, and follow-up on strategic business matters.
4. Required Skills & Competencies
Exceptional organizational, time-management, and prioritization skills.
Excellent written and verbal communication skills in English and Urdu.
Advanced proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
Strong expertise in drafting executive correspondence, preparing presentations, recording meeting minutes, and maintaining action trackers.
High levels of discretion, integrity, confidentiality, and professional maturity.
Ability to interact confidently with senior management, investors, government officials, business partners, and other high-level stakeholders.
Strong judgment, problem-solving ability, and the capacity to manage sensitive and time-critical assignments independently.
Demonstrated ability to work under pressure and manage competing priorities in a fast-paced executive environment.
5. Authority & Working Relationships
Reports to: Chairman.
Internal coordination: Directors, department heads, managers, and relevant employees.
External coordination: Clients, investors, consultants, business partners, and other stakeholders.
Authority: Authorized to coordinate schedules, request updates on assigned action points, prepare documents, and communicate instructions on behalf of the Chairman within the scope of delegated authority. The position does not independently approve financial, contractual, HR, or operational matters unless specifically authorized.
6. General Responsibilities
Perform any additional executive secretarial or administrative duties assigned by the Chairman.
Maintain professional standards and comply with company policies, procedures, and confidentiality requirements.
Support the effective functioning of the Chairman’s Office and contribute to timely execution of management decisions.