Executive Assistant Full Time

Job Purpose

The Executive Assistant (EA) to the Chairman will serve as a high-level strategic support partner responsible for managing the Chairman’s schedule, communications, priorities, and personal affairs with precision and discretion. The ideal candidate must possess exceptional organizational and interpersonal skills to bridge the gap between the Chairman and all internal/external stakeholders, while managing tasks and projects with diligence and autonomy.

This role requires an individual who is exceptionally proactive, detail-oriented, and outspoken, someone who can confidently manage a multitude of responsibilities while staying ahead of expectations without needing explicit instructions. The Chairman is a results-driven individual who values efficiency, concise communication, and effective task execution with minimal supervision.

Key Responsibilities

Administrative & Calendar Management

• Maintain, update, and organize the Chairman’s calendar, including scheduling of internal/external meetings, business and personal appointments, and travel logistics.
• Anticipate scheduling conflicts and proactively suggest solutions to optimize the Chairman’s time.
• Ensure timely reminders, preparation, and briefing for upcoming meetings or engagements.

Communication & Correspondence

• Act as a gatekeeper and first point of contact for all communication addressed to the Chairman.
• Draft, review, and manage official emails, reports, and memos on behalf of the Chairman.
• Communicate clearly and confidently on the Chairman’s behalf, both internally and externally.

Task Management & Coordination

• Track all assignments delegated by the Chairman and ensure timely completion by relevant teams.
• Follow up rigorously on action items, business deliverables, and pending matters
• Create and maintain structured task tracking and reporting tools to keep the Chairman informed.

Logistics & Personal Support

• Manage complex travel arrangements including flights, hotels, visas (especially multi-entry and business-related visas), and itineraries.
• Provide personal support for day-to-day errands, appointments, or confidential matters.
• Ensure seamless coordination of logistics related to both professional and personal engagements.

Confidentiality & Discretion

• Handle highly sensitive information with utmost confidentiality and professional judgment.
• Maintain discretion in dealing with internal documents, personal matters, and external communications.

Required Skills & Attributes

• Outstanding organizational and task management skills, with the ability to juggle multiple priorities without missing deadlines.
• Outspoken and confident communicator, not hesitant to follow up, push for updates, or escalate when needed.
• Highly proactive and independent, thrives in an environment with limited instruction.
• Deep understanding of complex visa processes for GCC, EU, and other business destinations.
• Sharp attention to detail and ability to anticipate needs before they arise.
• High degree of integrity, professionalism, and discretion.
• Advanced proficiency in MS Office Suite (Outlook, Excel, Word, PowerPoint).
• Fluency in English; proficiency in Urdu or Hindi is a must.

Qualifications & Experience

• Bachelor’s degree in Business Administration, Management, or related field.
• Minimum of 5 to 6 years’ experience as an Executive Assistant supporting a senior executive or Chairman, preferably within automotive, real estate, or car rental sectors.
• Prior experience working in fast-paced, high-expectation environments.