Group Secretary (German-Speaking) – Female

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. Fluency in German is mandatory, as the role will involve communication with German-speaking clients and stakeholders.

Key Responsibilities:
Executive & Communication Support

• Act as the primary point of contact for calls, emails, and WhatsApp communications on behalf of the Partners.
• Ensure prompt and professional 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 organized communication records when required.

Meeting & Calendar Management

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

Travel & Itinerary Management

• Coordinate domestic and international travel arrangements.
• Manage flight bookings, hotel reservations, visa documentation, and itineraries.
• Monitor travel schedules and provide updates in case of changes.
• Maintain organized travel and expense records.

Research & Administrative Support

• Conduct online research and prepare structured summaries when required.
• Compile contact lists, briefing documents, and market information reports.

Follow-Up & Coordination

• Maintain a follow-up tracker to ensure timely completion of tasks.
• Coordinate with internal teams and external stakeholders for updates.
• Escalate urgent matters when necessary and ensure closure of pending items.

Accounts & Financial Coordination Support

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

Qualifications & Requirements

• Master’s degree or MBA preferred.
• 3–5 years of experience as a Secretary, Executive Assistant, or similar executive support role.
• Fluency in German is mandatory.
• Excellent verbal and written communication skills in English.
• Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Strong organizational, multitasking, and time-management abilities.
• Ability to handle confidential information with professionalism and discretion.
• Must be based in Karachi

Preferred Traits

• Highly detail-oriented with strong follow-through.
• Calm, professional, and composed under pressure.
• Proactive problem-solver with strong anticipation skills.

Work Location: In person