Executive Assistant

Description

The Executive Assistant at Dekalb Trade Voice plays a crucial role in providing comprehensive administrative, secretarial, and operational support to the CEO and Director. This position acts as the primary gatekeeper and manager of the executive’s schedule, ensuring smooth daily operations and professional communication across internal departments and international buyers. Located at the Sialkot Factory Head Office, this full-time, permanent role requires close coordination with various departments such as Production, Quality Control, Human Resources, and Export Shipping to execute leadership directives effectively. The Executive Assistant arranges and manages complex travel plans, prepares detailed documentation, and facilitates communication between the executive office and stakeholders. This role demands proven experience in personal secretarial functions, strong organizational abilities, and excellent interpersonal skills, combined with a high proficiency in Microsoft Office applications. The Executive Assistant must maintain confidentiality while handling sensitive information and demonstrate strong problem-solving capabilities. Working knowledge of virtual meeting platforms and the ability to communicate fluently in both English and Urdu are essential. Candidates with experience in manufacturing export environments are highly preferred. Although this role does not involve managing a team, it requires proactive coordination and follow-up skills to ensure deadlines and tasks assigned by the CEO are met consistently.

Responsibilities

• Manage and coordinate the executive’s daily calendar by prioritizing meetings and balancing client engagements with internal oversight to streamline workflow.
• Schedule and organize local corporate meetings, factory floor visits, and international buyer conferences ensuring all logistics and preparations are in place.
• Handle all incoming and outgoing communications including emails, official letters, and phone calls with professionalism, drafting formal business correspondence, proposals, memos, and regulatory letters as needed.
• Prepare meeting agendas, attend board and departmental meetings, take accurate and detailed minutes, and track task assignments and action items for follow-up with relevant department heads.
• Arrange complex domestic and international travel itineraries, including booking flights, hotels, arranging visa documentation, and coordinating ground transportation.
• Oversee logistics for visiting foreign clients, trade delegates, and retail buyers at the Sialkot facility to ensure smooth and hospitable experiences.
• Maintain a confidential and well-organized filing system both physically and digitally, managing corporate records, contracts, and export documents securely.
• Translate raw data and reports into clear digital spreadsheets and professional presentations for management-wide reviews and decision-making processes.
• Serve as the key liaison between the executive office and factory departments including Production, Quality Control, HR, and Export Shipping, facilitating effective communication and implementation of leadership decisions.
• Follow up regularly with department heads on task deadlines and production targets assigned by the CEO to ensure consistent progress and accountability.
• Use advanced Microsoft Office tools efficiently for document preparation, formatting, data management, and communication.
• Coordinate virtual meetings using platforms such as Zoom, MS Teams, and WhatsApp Business, ensuring timely participation and smooth technical execution.
• Demonstrate discretion in handling sensitive business information and maintain confidentiality related to corporate operations and executive activities.
• Exhibit exceptional organizational and problem-solving skills to anticipate the executive’s needs and mitigate potential challenges in scheduling and communications.

Experience

2 Years

Apply By

Nov 28, 2026

Required Skills

• Meeting planning and coordination
• Calendar Management
• Confidentiality
• Problem Solving
• Microsoft Office
• Personal Secretary
• Calendar and appointment management
• Time management
• Meeting Minutes Documentation
• Communication Skills
• Organizational Skills

Nice to Have Skills

• Travel Coordination
• Virtual meeting platforms
• Minutes of meeting
• Stakeholder Communication
• project and task coordination
• Expense and Invoice Management
• Document preparation and formatting