Executive Assistant to the CEO

Company: Brandigo
Department: Executive Management
Location: Karachi, Pakistan
Employment Type: Full-Time, Primarily On-Site
Reports To: Chief Executive Officer
Experience: 4–7 years preferred
Travel: Local and domestic travel required; occasional international travel may be required.

Job Summary

Brandigo is seeking a highly organized, proactive, trustworthy, and tech-savvy Executive Assistant to the CEO to manage executive schedules, commitments, meetings, follow-ups, reporting, travel arrangements, and business coordination across multiple departments and international markets, including Pakistan, the USA, and the UK.

This role goes beyond traditional administrative support and requires someone who can anticipate the CEO’s needs, independently manage priorities, maintain confidentiality, track commitments, and ensure deadlines and important tasks are never overlooked.

Key Responsibilities

1. Executive Calendar & Daily Planning

• Manage the CEO’s daily, weekly, and monthly calendar, appointments, and commitments.
• Prepare daily executive briefings covering meetings, priorities, pending decisions, and follow-ups.
• Coordinate schedules with internal teams, clients, vendors, partners, and external stakeholders.
• Identify scheduling conflicts, allocate preparation time, and prepare the next day’s schedule in advance.
• Maintain visibility of office visits, meetings, and travel plans.

2. Task Management, Reminders & Follow-Ups

• Maintain a centralized tracker for tasks, instructions, deadlines, commitments, and pending matters.
• Proactively remind the CEO of upcoming activities and commitments, including those scheduled weeks or months ahead.
• Convert verbal and written instructions into actionable tasks with owners, priorities, and due dates.
• Monitor overdue tasks, payments, renewals, documentation, and appointments, escalating urgent matters when necessary.
• Ensure incomplete activities are followed up, rescheduled, or escalated.

3. Executive Logistics & Location-Based Support

• Track tasks associated with visits to offices, client locations, banks, vendors, and other destinations.
• Prepare location-specific checklists and coordinate document collection, deliveries, signatures, and business errands.
• Ensure required documents, equipment, and meeting materials are ready before departure.
• Coordinate with relevant contacts and track outstanding matters until completion.

4. Meetings & In-Person Support

• Arrange internal and external meetings, including agendas, briefing notes, documents, presentations, and logistics.
• Accompany the CEO to selected client meetings, office visits, partner discussions, and business events.
• Record meeting minutes, decisions, action items, responsibilities, and deadlines.
• Maintain decision and action trackers and follow up with participants on pending commitments.
• Prepare concise pre-meeting briefings and post-meeting summaries.

5. Cross-Department Coordination

• Coordinate with Technology, Marketing, Accounts, Customer Support, HR, Operations, and other departments.
• Follow up with department heads and team members on CEO-assigned tasks and deliverables.
• Collect progress updates, identify dependencies and delays, and maintain a centralized executive action tracker.
• Communicate departmental updates accurately and promptly.
• Escalate unresolved issues and support special projects and strategic initiatives.

6. Business Reporting & Information Management

• Collect and consolidate daily, weekly, and monthly departmental updates into executive summaries and presentations.
• Assist in monitoring KPIs, project timelines, operational commitments, and management deliverables.
• Review reports for completeness, accuracy, and consistency.
• Highlight missed deadlines, significant changes, performance trends, and matters requiring executive attention.
• Maintain organized records of reports, decisions, documents, and correspondence.
• Prepare dashboards and management reports using Excel, Google Sheets, PowerPoint, or other approved tools.

7. Email & Communication Management

• Organize the CEO’s business correspondence and prioritize emails according to urgency and importance.
• Draft, review, and format professional emails, letters, announcements, and management communications.
• Follow up on outstanding responses and coordinate communication with senior management and external stakeholders.
• Communicate approved instructions on behalf of the CEO when authorized.
• Maintain accurate records and ensure confidentiality.

8. AI Tools & Workflow Automation

• Use approved AI tools, including ChatGPT and Microsoft Copilot, for drafting, summarization, document review, reporting, and research.
• Work with task management tools such as ClickUp, Asana, Monday.com, Trello, or equivalent platforms.
• Maintain digital calendars, reminders, shared documentation, and task trackers.
• Identify opportunities to automate repetitive administrative tasks and improve executive workflows.
• Verify AI-generated information and comply with company policies on confidentiality, data security, and responsible AI use.
• Demonstrate willingness to learn new digital tools and business applications.

9. Business Travel & Mobility

• Arrange domestic and international travel, including flights, accommodation, transportation, itineraries, and meeting schedules.
• Accompany the CEO on local visits and domestic business trips when required.
• Remain available for occasional international travel, subject to business needs, advance arrangements, and applicable entry requirements.
• Coordinate travel documentation, reservations, appointments, and destination-specific task lists.
• Adapt to changing schedules while ensuring compliance with company policies and approved budgets.

10. Personal Executive Assistance

• Manage reasonable personal scheduling requirements and time-sensitive commitments when requested.
• Coordinate appointments, reminders, and incidental personal errands.
• Maintain discretion, confidentiality, and professional boundaries when handling private matters.

Qualifications & Experience

• Bachelor’s degree in Business Administration, Management, Finance, IT, or a related discipline.
• Preferably 4–7 years of relevant experience in executive assistance, executive administration, or business coordination.
• At least 2 years of direct experience supporting a CEO, Managing Director, Founder, or senior executive will be strongly preferred.
• Experience coordinating multiple departments, business units, or international stakeholders is an advantage.
• Excellent written and verbal communication skills in English and Urdu.
• Strong proficiency in Microsoft Office, particularly Excel, Word, PowerPoint, and Outlook.
• Practical knowledge of Google Workspace, digital calendars, reminders, and task management platforms.
• Familiarity with ChatGPT, Microsoft Copilot, or similar AI tools.
• Experience preparing management reports, presentations, meeting minutes, and executive summaries.
• Willingness and ability to travel for business, including occasional international assignments.

Required Skills & Competencies

• Exceptional organizational, planning, and time-management skills.
• Proactive mindset with the ability to anticipate executive needs.
• Strong ownership, follow-up discipline, and accountability.
• Excellent prioritization, multitasking, and attention to detail.
• Professional communication and interpersonal skills.
• Confidence in dealing with senior management and external stakeholders.
• Sound judgment and discretion in handling confidential information.
• Analytical thinking, reporting, and problem-solving abilities.
• Ability to work independently with minimal supervision.
• Flexibility in managing changing schedules and priorities.
• Strong digital literacy and adaptability to new technologies.
• High levels of reliability, integrity, and professionalism.

Work Location: In person