Organization: Al-Mustafa Welfare Trust (AMWT) Pakistan

Location: Head Office, Lahore

Reporting to: Managing Director 

Role Type: Confidential / Senior Administrative Support

1. Role Purpose

 The Personal Secretary (PS) will provide high-quality, confidential administrative and coordination support to the Managing Director (MD). The role focuses on managing schedules, correspondence, meetings, documentation, follow-ups, and daily workflow to ensure the MD’s time is used effectively and organizational priorities are executed smoothly.

 2. Key Responsibilities

 A. Diary, Schedule & Office Coordination

 - Manage and maintain the MD’s daily diary, appointments, meetings, and travel schedule.

- Prioritize meetings and requests in coordination with the MD.

- Arrange meetings, prepare agendas, and ensure all relevant documents are available in advance.

- Coordinate travel plans, accommodation, and logistics for official visits and field trips.

- Act as the first point of contact for people seeking meetings or time with the MD.

 B. Meetings, Minutes & Follow-ups

 - Attend internal and external meetings as required and record accurate minutes and action points.

- Circulate minutes and track follow-up actions with relevant departments.

- Maintain a tracker of pending decisions, approvals, and assigned tasks.

- Remind concerned staff and management about deadlines and pending actions.

 C. Correspondence & Documentation

 - Draft, format, and manage official letters, emails, notes, and documents in English and Urdu.

- Handle incoming and outgoing correspondence for the MD.

- Maintain organized and secure filing systems (physical and digital) for official correspondence, approvals, decisions, and confidential documents.

- Ensure proper documentation of key decisions and communications.

 D. Coordination & Liaison

 - Coordinate between the MD and departments, partners, and external visitors.

- Arrange and manage visits of guests, donors, partners, and officials to the Head Office.

- Support the MD in organizing internal meetings, reviews, and briefings.

 E. Confidential & Administrative Support

 - Handle sensitive information with strict confidentiality and discretion.

- Assist the MD in routine administrative tasks, reminders, and daily planning.

- Ensure the MD is properly briefed before meetings and engagements.

 3. Person Specification

 Education & Experience

 - Bachelor’s degree (Master’s preferred) in Business Administration, English, Management, or related field.

- Minimum 3–5 years experience as a Personal Secretary, Executive Secretary, or Executive Assistant.

- Experience in NGO / development / corporate sector will be an advantage.

 Skills & Competencies

 - Excellent written and spoken English and Urdu.

- Strong command of MS Office (Word, Outlook, Excel, PowerPoint).

- Fast and accurate note-taking and minute writing.

- Strong organization, time management, and follow-up skills.

- Professional communication and interpersonal skills.

- Ability to work under pressure and handle multiple tasks.

 Personal Attributes

 - High level of integrity, discretion, and confidentiality.

- Well-mannered, organized, calm, and dependable.

- Proactive, detail-oriented, and solution-focused.

- Respectful and comfortable dealing with senior management, staff, and external stakeholders.

 4. Key Performance Indicators (KPIs)

 - Effective management of MD’s diary with minimal clashes or missed commitments.

- Timely preparation and circulation of minutes and action points.

- High follow-up completion rate on assigned tasks.

- Quality and professionalism of correspondence and documentation.

- Feedback from MD on reliability, organization, and support quality.

 5. Important Note on Confidentiality

 This position requires absolute trust, loyalty, and confidentiality. Any breach of confidentiality will be grounds for immediate disciplinary action.

Please submit your CV to [email protected] and include the Position Name in your email subject line.