Executive Assistant

Pakistan, Karachi

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Support to the General Manager:

  • Act as a resource and support function for the day to day requirements of the Country Manager.
  • Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business.
  • Completes a broad variety of administrative tasks for the Country Manager including but not limited to: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Provides support to build relationships crucial to the success of the organization, and manage communication for the Country Manager, that may have organizational impact.
  • Ability to draft acknowledgement letters, personal correspondence, and other tasks.

Support to Leadership Team:

  • Prepare presentations for leadership team (LT) for internal and external meetings.
  • Co-ordinate the weekly management meetings, prepare agenda and record and prepare the minutes.
  • Maintain and proactively update company organizational charts for distribution internally and internationally within Roche.
  • Maintain and manage records of placement agreements/ other documentations – as required.
  • Coordinate and administer practical issues relating to Leadership Team meetings and other meetings as required. (conference room booking, managing time and arrangements).
  • Provide secretarial/administrative assistance to other Management Team Members as required.
  • Establishing, maintaining and strengthening positive, proactive relationship with internal/external stakeholders.
  • Effectively liaise and coordinate with Region as required, for Country Manager and leadership team for travel, web-ex meetings and other requirements.

Communication & Employee Engagement:

  • Support business communication roll out plans (internal and external) by collaborating closely with the Communications Department.
  • Plan and execute annual employee engagement activities by alignment of Leadership Team, both internally and offsite.
  • Draft and edit accurate and engaging material in a variety of styles and formats for a wide range of stakeholders.
  • Oversee, plan and deliver communications content across different platforms that promote the organization, brand and events for a variety of channels and audiences.
  • Any other tasks/ duties assigned by line manager to be performed.

Additional Responsibilities:

  • Responsible to report incident/ accident immediately to SHE department. Attend/ complete all requisite on-line and F2F training (Role specific, Safety Responsibility and Compliance)
  • within specified time limit to ensure the learning outcome after the training has been implemented.
  • Responsible to own the SHE goals as individual goals and play his/her part to achieve the goals inline with strategies/action plan.

Education and requirements

  • Bachelors Degree
  • 5 – 7 years of relevant work experience.
  • Advanced computer skills, particularly in Word, PowerPoint and Excel.
  • Excellent Organizing skills
  • Coordination and planning of international travel.
  • Experience in planning / coordinating meetings and conferences.

Job Specific Competencies:

  • Confidentiality and discretion
  • Attention to detail
  • Customer orientation
  • Initiative
  • Interpersonal skills
  • Planning and organizing