CONFIDENTIAL SECRETARY POSITION

COMPANY OVERVIEW

Our client, a Karachi based conglomerate seeks to appoint a motivated and a dynamic individual who will be responsible for providing high-level administrative support to executives and senior personnel. He/she will ensure the smooth operation of confidential information in the Company Secretariat. The applicant should be proficient in managing correspondence, organizing meetings, maintaining confidential records, and assisting with various administrative and day-to-day secretarial tasks.

Key Responsibilities

• The confidential secretary provides secretarial support to the Chairman, Company Secretary and other management/department team members as necessary.
• Perform general administrative tasks such as managing correspondence, scheduling appointments, coordinating meetings, preparing agendas, taking minutes, and maintaining calendars for executives or senior personnel.
• Manage and maintain sensitive and confidential information, ensuring it is handled securely and in compliance with the organization's policies and procedures.
• Make travel arrangements for executives or senior personnel, including booking flights, accommodations, ground transportation, and preparing itineraries.
• Work on MS Office: Draft, edit, and format various documents, including agendas, working papers, board packs, meeting minutes, letters, presentations, reports, spreadsheets and other materials as requested.
• Screen and prioritize phone calls, emails, and other forms of communication for executives or senior personnel. Handle inquiries, provide necessary information, and redirect or escalate as required.
• Organize and maintain records: Establish and maintain an efficient filing system, both physical and digital, for documents, reports, and other records. Retrieve and distribute files as needed.
• Assist in coordinating special projects as assigned by the Company Secretary, manage events, or initiatives. Collaborate with team members and external stakeholders to ensure successful execution and follow up on action points.
• Any work assigned by the Company Secretary including ensuring that the company complies with all applicable codes, in addition to its legal and statutory requirements, filing forms, timely and accurate reporting and maintaining statutory books, including registers of members, directors, and secretaries.

Education

• Minimum 16 years of education from a renowned HEC recognized university or institution / equivalent foreign degree holder, preferably in the discipline of Accountancy & Finance/Business and Management Sciences/Law/Certified in Accounting & Finance (CAF) would be an added advantage.

Experience

• Minimum 3-4 years of professional experience, preferably in a large national/multinational organization with at least 2 years of related functional experience in a similar role at a senior equivalent position or one position below.

Requirements:

• Excellent oral and written communication (English & Urdu) with strong interpersonal skills and the ability.
• Detail-oriented with strong organizational skills. Efficiently manage multiple tasks and deadlines, ensuring.
• Familiarity with document management systems and electronic filing.
• Ability to identify legal and regulatory issues, assess risks, and propose practical solutions. 
• Proficient user of MS Office along with adequate level of IT literacy.
• Discretion when handling confidential information. 
• Maintain a diplomatic approach towards issues.
• Excellent organization and time management.

Age

• The candidate should be preferably not more than 33 years of age as of the last date of submission of application.

If you have the required experience and educational qualification to take up the challenging role, you are requested to apply by September 18, 2024 at http://jobs.hrs-int.com/

Only shortlisted candidates will be contacted.

www.hrs-int.com