Group Secretary

Role Overview

We are seeking a highly organized and proactive Group Secretary to provide dedicated administrative and coordination support to two Partners. The ideal candidate is exceptionally responsive and confident in managing communications across phone, email, and WhatsApp, ensuring timely follow-ups, smooth scheduling, and efficient office support. This role requires strong multitasking ability, attention to detail, and professional communication skills.

Key Responsibilities
1. Executive & Communication Support

• Serve as the primary point of contact for incoming calls, emails, and WhatsApp communications on behalf of the Partners.
• Ensure prompt, professional, and accurate responses across all communication channels.
• Track, prioritize, and follow up on pending queries, commitments, and action items.
• Draft, proofread, and manage routine correspondence and official communications.
• Maintain structured communication records where required.

2. Meeting & Calendar Management

• Manage and coordinate complex calendars for the Partners.
• Schedule, confirm, and organize internal and external meetings.
• Send timely reminders and ensure all meeting logistics are arranged in advance.
• Prepare meeting briefs, agendas, and notes when required.
• Anticipate scheduling conflicts and proactively resolve overlaps.

3. Travel & Itinerary Management

• Plan and coordinate domestic and international travel arrangements.
• Manage flight bookings, hotel reservations, visa documentation, and detailed itineraries.
• Monitor travel schedules and provide real-time updates in case of changes or disruptions.
• Maintain organized travel records and expense documentation.

4. Research & Administrative Support

• Conduct online research and compile structured summaries as requested.
• Prepare contact lists, briefing documents, and market information reports.
• Track relevant administrative or market updates when assigned.

5. Follow-Up & Coordination

• Maintain a follow-up tracker to ensure timely completion of tasks and commitments.
• Liaise with internal teams and external stakeholders to obtain updates.
• Escalate urgent matters appropriately and ensure closure of pending items.

6. Accounts & Financial Coordination Support

• Assist with basic accounts-related coordination and documentation.
• Track invoices, expense submissions, and payment schedules.
• Coordinate with the finance team for reconciliations and approvals.
• Maintain well-organized financial and administrative records.

Qualifications & Requirements

• Master’s degree or MBA preferred.
• 3–5 years of proven experience as a Secretary, Executive Assistant, or in a similar executive support role.
• Excellent verbal and written communication skills in English (German is an advantage).
• Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Highly responsive and comfortable managing communication across phone, email, and digital platforms.
• Strong organizational, multitasking, and time-management skills.
• Ability to handle confidential information with discretion and professionalism.
• Must be based in Karachi or willing to work onsite at the Karachi office.

Preferred Traits

• Highly detail-oriented with exceptional follow-through.
• Calm, composed, and professional under pressure.
• Proactive problem-solver with strong anticipation skills.
• Tech-savvy and comfortable adapting to digital tools and communication platforms.

Work Location: In person