Assistant Manager – Secretariat (Head Office – Karachi)

General Purpose:

This position is responsible for ensuring compliance with legal, regulatory, and corporate governance matters within an organization. The role involves working closely with the CEO to ensure the smooth and efficient functioning of their office, as well as facilitating effective communication and coordination with stakeholders.

Qualification: Master’s in Business Administration / Project Management

Experience: 2-4 years of relevant working experience.

Training/Courses: Written/Verbal Communication Skills, PMP certified is preferable.

Age: 25- 35 years

Gender: Male/Female

Reporting Line and Location: This position reports directly to the Chief Executive Officer and is based in Head Office-Karachi, Sindh.

Job Responsibilities and Authorities: 

  • Managing the CEO’s schedule and appointments, coordinating meetings, conferences, and travel arrangements. This includes prioritizing and organizing meetings and ensuring the CEO is well-prepared and briefed on upcoming commitments.
  • Drafting and preparing various communications on behalf of the CEO, such as letters, memos, reports, and presentations.
  • Serving as a liaison between the CEO and internal and external stakeholders, building and maintaining relationships with key individuals and entities, including clients, partners, investors, and board members.
  • Assisting with board-related activities, such as coordinating board meetings, preparing agendas and meeting materials, and taking minutes. Providing administrative support to the CEO in their interactions with the board of directors.
  • Ensuring compliance with legal and regulatory requirements and maintaining good corporate governance practices, organizing and attending board meetings, drafting meeting agendas and minutes, and providing advice on governance matters. It also includes facilitating the process of annual general meetings and extraordinary general meetings.
  • Maintaining accurate and up-to-date corporate records, including meeting minutes, shareholder registers, and other legal documents. Organizing and managing the company’s document repository and ensuring proper documentation practices are followed.
  • Staying updated on laws, regulations, and industry best practices to ensure the organization operates in compliance with applicable laws. Preparing and filing legal documents, such as annual reports, financial statements, and other statutory filings.
  • Analyzing financial data to identify potential risks, suggesting risk management strategies, and implementing controls to safeguard company assets and ensure compliance with regulations.
  • Assisting the board of directors by providing guidance on legal and governance matters, including advice on board composition, director responsibilities, and adherence to corporate policies and procedures.
  • Managing communication and relationships with shareholders, including organizing shareholder meetings, responding to inquiries, and ensuring compliance with shareholder rights and obligations.
  • Promoting and upholding ethical practices within the organization, including implementing compliance programs to prevent fraud, corruption, and unethical behavior.
  • Acting as a point of contact between the organization, regulatory authorities, and external stakeholders.
  • Supporting the CEO in strategic planning and decision-making processes. This may involve conducting research, analyzing data, and preparing presentations and reports to support the CEO’s strategic initiatives.
  • Facilitating effective meetings by coordinating logistics, preparing agendas, capturing meeting minutes, and following up on action items.
  • Address complaints and facilitate the formation of committees to conduct necessary inquiries when required.
  • Maintaining a high level of confidentiality and discretion in handling sensitive information and matters related to the CEO and the organization.
  • Assisting the CEO with special projects, initiatives, or events as required.

Competency Matrix:

Technical Skills 

  • Proficient in MS- Office Skills
  • Should have good knowledge with office equipment and Technology

Management Skills

  • Excellent analytical abilities to grasp the key points from complicated details
  • Should have excellent oral, written and interpersonal communication skills
  • Should be a good team player and willingness to learn.
  • Should have strong knowledge of organizational management

Key Attribute 

  • Can able to work effectively under pressure
  • Should be dedicated to provide exceptional service to the company
  • Pleasant personality and flexibility to work on Saturdays and in the shifts on occasions
  • Having personal conveyance would be an added advantage.

Compensation and Benefits:

Market competitive salary package along with other benefits, such as Gratuity, EOBI, Health Insurance, Life insurance, and position-specific allowances, will be offered on the basis of qualification and experience.

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