Executive Secretary to Director – HR, Administration & Legal

Job Summary
The Executive Secretary to the Director of HR, Administration, and Legal plays a pivotal role in providing high-level administrative and executive support to ensure the seamless functioning of the department. This position requires a detail-oriented, proactive professional capable of managing confidential information with discretion. The ideal candidate will demonstrate excellent communication skills, strong organizational abilities, and the capacity to handle multiple priorities efficiently in a fast-paced environment. This is a full-time, in-person role based in Karachi.

Key Responsibilities

Executive Support:
You will be responsible for managing the Director’s calendar, including scheduling meetings, appointments, and travel arrangements. Preparing, reviewing, and editing correspondence, reports, presentations, and other documents will be a regular task. You will also screen and prioritize incoming communications such as emails, phone calls, and mail, responding or redirecting them as appropriate. Additionally, you will coordinate and facilitate meetings by preparing agendas, taking minutes, and ensuring timely follow-up on action items.

Administrative Duties:
Maintaining confidential files and records with secure storage and easy retrieval is essential. You will handle expense reports, procurement requests, and other routine administrative tasks efficiently. Acting as a liaison between the Director and internal departments or external stakeholders, you will facilitate smooth communication and collaboration across the organization.

HR & Administration Coordination:
Supporting departmental initiatives, projects, and reports will be part of your role to enhance HR and administrative functions. You will monitor pending HR and administrative matters, ensuring deadlines are met and follow-ups are conducted promptly. Supporting internal communications, employee engagement activities, and the rollout of policies will also be key responsibilities.

Legal Function Support:
You will maintain and organize legal documents, agreements, and contract logs with strict confidentiality. Coordination with legal counsel and regulatory bodies, as directed by the Director, will be required. Tracking deadlines related to legal compliance, filings, and submissions to ensure timely action is critical. Handling sensitive legal information discreetly and securely is a must.

Required Qualifications
- Bachelor’s degree is mandatory; a Bachelor of Laws (LLB) degree is considered an advantage.
- A minimum of 4-5 years of relevant experience in HR, administration, or a related field.
- Demonstrated ability to provide executive-level support with professionalism and discretion.
- Strong organizational, communication, and multitasking skills.
- Ability to thrive in a dynamic, fast-paced work environment.

Additional Information
This is a full-time, in-person position located in Karachi. The monthly salary range for this role is Rs140,000 to Rs150,000.

Candidates who meet these qualifications and are eager to contribute to a dynamic HR and legal administration team are encouraged to apply.