Executive Assistant | Karachi – Full Time

Job description

The National Credit Guarantee Company Limited (NCGCL) has been incorporated as a public company limited by shares, with the subscribed shareholding of the Government of Pakistan – Ministry of Finance (44%) and Karandaaz Pakistan (56%). The initial capital has been made available by the United Kingdom’s Foreign, Commonwealth & Development Office (FCDO) under its Financial Inclusion Program. NCGCL is incorporated as a Non-Banking Financial Company (NBFC), regulated by the SECP, and holds an Investment Finance Services (IFS) License.As a highly specialised institution, NCGCL designs and structures guarantee products that de‑risk SME financing, helping financial institutions expand access to capital. The company facilitates the allocation of capital towards areas with a higher economic, employment, and impact multiplier, with the primary objective of catalysing economic growth by targeting a largely underserved segment.Job OverviewThe Executive Assistant plays a pivotal dual role at NCGCL, serving both the organisation’s broader office management needs and providing dedicated, high‑level support to the Chief Executive Officer. The incumbent is expected to operate with a high degree of professionalism, discretion, and initiative, ensuring seamless day‑to‑day office operations while simultaneously enabling the CEO to focus on strategic priorities. This role demands exceptional organisational skills, strong interpersonal ability, and the capacity to manage multiple responsibilities across two distinct functional areas.Key ResponsibilitiesGeneral Office Management – 50% of RoleThis section covers responsibilities related to the smooth, day‑to‑day functioning of the NCGCL office, ensuring a professional environment for employees, visitors, and clients.Front Desk & Visitor ManagementGreet and assist visitors, clients, and employees professionallyManage front desk operations and maintain a welcoming office environmentHandle incoming calls, emails, and courier correspondence and tracking for courier.Administrative CoordinationManage meeting room bookings and visitor schedulingCoordinate hospitality arrangements for guests and meetingsSupport onboarding arrangements for new joinersMaintain records, logs, and office documentation and Pettycash.Aware of safety protocols and elevate emergency situations.Office SupportMonitor and manage office stationery and pantry inventory and supplies.Coordinate with vendors and service providers for office‑related support.Assist in day‑to‑day administrative and operational activities.Communication & CoordinationCoordinate with internal teams for operational support.Handle employee and visitor queries professionally.Escalate issues to relevant departments when required.CEO Office Management – 50% of RoleThis section covers high‑level executive support responsibilities dedicated to the Chief Executive Officer, requiring exceptional discretion, judgment, and the ability to operate in a fast‑paced, senior leadership environment.Travel ManagementPlan and coordinate all domestic and international travel arrangements for the CEO, including flights, hotels, and ground transportation.Prepare comprehensive travel itineraries covering visa requirements, travel advisories, and all logistical details.Liaise with travel agencies, airlines, and hotels to ensure cost‑effective and seamless travel experiences.Process and reconcile travel expense reports and claims in a timely and accurate manner.Handle last‑minute travel changes and cancellations efficiently, ensuring minimal disruption to the CEO’s schedule.Calendar ManagementProactively manage and maintain the CEO’s complex calendar, scheduling meetings, appointments, and events with precision.Prioritise and resolve scheduling conflicts, ensuring optimal use of the CEO’s time.Coordinate with internal and external stakeholders to confirm meeting logistics, agendas, and required materials.Send timely reminders and briefing notes ahead of key engagements and executive meetings.Maintain strict confidentiality in handling all calendar‑related information and sensitive communications.Project Management – CEO OfficeSupport the CEO in managing key strategic projects, tracking progress, deadlines, and deliverables across departments.Coordinate with department heads and teams to follow up on action items and ensure timely completion of CEO‑directed initiatives.Prepare status reports, dashboards, and briefing documents for the CEO’s review on ongoing projects.Assist in organising and coordinating board meetings, leadership sessions, and town halls, including preparation of agendas and minutes.Handle special assignments and ad‑hoc projects as directed by the CEO, demonstrating discretion and a high degree of professional judgment.Eligibility CriteriaEducation & ExperienceBachelor’s degree preferred, ideally in Business Administration, Management, or a related field.At least five (5) years of experience in a similar or senior administrative role within a corporate or professional services environment.Technical & Behavioral SkillsCustomer service‑oriented attitude with a commitment to professionalism.Strong verbal and written communication skills.Professional appearance and interpersonal skills.Good knowledge of MS Office (Word, Excel, Outlook).Strong organisational and multitasking abilities.Ability to handle confidential information professionally.High attention to detail and accuracy.Proactive problem‑solving mindset.Comfortable operating in a dual‑role capacity across general administration and executive support.Ability to exercise sound professional judgment and discretion at all times. #J-18808-Ljbffr