Executive Assistant

You will be responsible for providing administrative and clerical support to the director or executive. Their role is crucial in managing day-to-day tasks and ensuring smooth operations within the office. Below are the key job descriptions for this position:

1. Administrative Support

Organize and maintain the director’s calendar, scheduling meetings, appointments, and travel arrangements.
Handle incoming and outgoing correspondence (emails, calls, letters), ensuring that important messages are prioritized and conveyed to the director promptly.
Prepare and proofread documents, presentations, reports, and other materials for meetings or conferences.
Take minutes during meetings and distribute them as necessary.

2. Office Management

Oversee office supplies, ensuring that the director’s office is adequately stocked with necessary materials.
Coordinate the maintenance of office equipment and manage vendor relationships for office-related services.
Maintain filing systems, both electronic and paper-based, ensuring proper organization and easy retrieval of important documents.

3. Communication Liaison

Act as a liaison between the director and other departments, clients, or external stakeholders.
Manage confidential information and communicate sensitive matters on behalf of the director with discretion and professionalism.
Respond to inquiries or requests from internal and external contacts in a timely and professional manner.

4. Travel and Event Coordination

Make travel arrangements for the director, including flight bookings, hotel reservations, and transportation.
Organize events or conferences the director is involved in, including logistics, invitations, and coordination with event planners.

5. Task and Deadline Management

Prioritize tasks and ensure that the director is aware of critical deadlines and important events.
Follow up on pending tasks to ensure their timely completion and communicate any delays to the director.

6. Confidentiality and Discretion

Handle confidential information with utmost care and discretion, ensuring that sensitive company or personal matters are not disclosed inappropriately.
Maintain confidentiality in handling executive decisions and strategies, often involving high-level company operations.

7. Project Assistance

Provide support on various projects or initiatives as assigned by the director.
Assist in the preparation and coordination of presentations, reports, and data collection for meetings or decision-making.

8. Record Keeping and Reporting

Manage records of financial transactions, company policies, contracts, and any legal documentation the director is responsible for.
Ensure proper filing of official documents, both hard copy and digital, in accordance with company policies.

9. Problem Solving

Proactively identify issues or challenges that may arise and address them before they become problems for the director.
Offer solutions to administrative inefficiencies and recommend improvements to work processes.

10. Client Relations

Assist with managing client relationships by coordinating meetings, maintaining schedules, and ensuring timely responses to clients' needs.
Ensure that clients' or stakeholders' concerns are addressed promptly and professionally.

In summary, the Executive Assistant to a Director plays a pivotal role in managing the director's professional life and ensuring the smooth running of their office. Strong organizational skills, excellent communication, and discretion are essential for success in this role.

Skills

General Office Management In Page urdu Good Writing Skills MS Office

Job Details

Industry:

Real Estate/Property

Functional Area:

Secretarial, Clerical & Front Office

Total Positions:

1 Post

Job Shift:

First Shift (Day)

Job Type:

Full Time/Permanent

Job Location:

Lahore, Pakistan

Gender:

No Preference

Age:

35 - 45 Years

Minimum Education:

Bachelors

Career Level:

Experienced Professional

Minimum Experience:

10 Years

Apply Before:

Feb 11, 2025

Posting Date:

Jan 10, 2025

Omega Group

Real Estate/Property · 301-600 employees - Lahore

Omega Villas (Pvt) Ltd. is a lush green pollution free housing society. Its located Near Faizpur Interchange Main Sharaqpur Road Lahore. Omega Villas Lahore, planned an area of 1600 Kanal, a self-contained, gated community equipped with all amenities of life. Omega Villas consists of mainly two projects i-e Omega Residencia & Omega Homes. We have developed Omega Residencia Sector "A" and Sector "B" respectively./p