The Executive Assistant to the CEO provides high-level administrative and coordination support to ensure the CEO’s time, engagements, and information flow are managed effectively. The role oversees scheduling, correspondence, meeting preparation, travel logistics, and administrative coordination to support the day-to-day functioning of the CEO Office. Working closely with the CEO Office team, the Executive Assistant helps ensure timely preparation for meetings, smooth coordination of engagements, and efficient sharing of relevant information across teams. The position requires strong organizational ability, discretion, responsiveness, sound judgment, and comfort using digital tools and online resources in a fast-paced executive office environment.

Executive Scheduling and Priority Management

• Manage and maintain the CEO’s calendar, ensuring effective prioritization of meetings, forums, travel, and strategic engagements.
• Serve as the first filter for incoming requests, screening and assessing their relevance and advising on priority based on organizational needs and the CEO’s availability.
• Anticipate scheduling conflicts and recommend adjustments to optimize the CEO’s time and bandwidth across strategic priorities.

Meeting Preparation and Follow-Through

• Coordinate with relevant teams to compile presentations, documentation, and background materials required for CEO meetings and engagements.
• Assist CEO Office team members in capturing key action items and tracking follow-ups from meetings to ensure progress on commitments.
• Flag issues, deadlines, or responses required from the CEO to support timely decision-making.

Communication and Stakeholder Coordination

• Act as a coordination point for communication related to the CEO’s engagements.
• Draft correspondence, memos, and summaries when required.
• Facilitate coordination between the CEO, senior leadership, and external stakeholders to support smooth communication related to the CEO’s engagements

Travel, Logistics, and Administrative Coordination

• Plan and coordinate domestic and international travel arrangements and itineraries, including researching travel options and logistical requirements.
• Support logistics for CEO engagements, visits, and speaking engagements.
• Maintain organized records, digital files, and confidential documentation related to CEO Office activities.
• Track key commitments and correspondence for easy retrieval and reference.
• Support expense documentation and administrative coordination for the CEO Office.
• Provide coordination or administrative support to other senior executives when required.
• Exercise sound judgment and maintain strict confidentiality while handling sensitive information related to the CEO’s office.

Skills

• Strong organizational and time management skills
• Excellent written and verbal communication skills (English & Urdu both)
• Proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint) and comfort using digital productivity tools such as video-conferencing platforms, document-sharing systems, and AI-enabled research tools.
• Ability to manage multiple priorities and respond quickly to changing needs
• Strong attention to detail and documentation skills

Attributes

• High level of discretion and professionalism
• Proactive, dependable, and responsive
• Strong interpersonal skills and ability to work across teams and stakeholders
• Ability to remain calm and organized in a fast‑paced environment

Bachelor’s Degree Required

3–5 years supporting senior executives or in a similar coordination role