Job Summary
The Office Secretary will be primarily responsible for providing comprehensive administrative support to the Board Members and other members of the Institution. Key responsibilities include routine coordination, the first point of contact for the Institution, event management, secretarial support, financial management, CFR matters, and IT support to ensure quality and seamless program delivery. The incumbent will have to work with the Institution’s portfolios i.e. (including Youth & Sports Board, Health Board, Education Board, Economic Planning Board, the Social Welfare Board).
The position will report to the Board Members and Regional Operations Manager at the Regional Office.
Duties & Responsibilities:
- Serve as the first point of contact for the Institution to address routine queries and escalate their needs.
- To receive all incoming calls and correspondences.
- To assist in preparing progress reports on a timely basis.
- Keep a record, manage its relevant distribution, coordinate case base queries of the Institution, and direct them to the relevant Board Members.
- Deliver all official correspondence, announcements, and other communications to respective Institutions, Local offices, and Management and coordinate with them for its dissemination.
- Assist in planning, coordination, budgetary management, execution, and quality assurance of all the programmatic activities.
- Actively participates in organizing meetings and social events, including refreshments, location booking, sending invitation letters, transportation arrangements, and providing advance information to all attendees.
- Take meeting minutes and important notes, finalize, and send for relevant approvals.
- Maintains the office database, including Board Members, volunteers, and vendor contact log, MIS, finance, and relevant meeting notes for all offices.
- Ensure all the Institution’s information related to the program or MIS is collated, recorded in the provided template, and validated. Also, keep an up-to-date repository for reference.
- To assist in monitoring the attendance of staff and manage their personnel records, including leaves.
- To assist the Institution in processing LOIs and due diligence.
- Manage local travel and logistics for all team members including maintenance of vehicle log books, meeting hall booking, office vehicle repair, and maintenance on prior approval.
- Prepare monthly financial reports, and perform monthly petty cash count and asset tagging.
- To process all ongoing payments of bills, vouchers, and invoices on a timely basis, including petty cash and other advances.
To perform any other duties as assigned by officiate of the respective Institution.
Required Skills
Required Skills
- The candidate should have a Bachelor’s (four years of education) with at least 1-2 years of relevant work experience.
- Ideally, between 22–35 years
- Should have problem-solving skills and a willingness to work around obstacles.
- Institutional and voluntary experience will be preferred.
- Proven ability to manage multiple tasks under pressure, meet stringent deadlines, and work well in teams.
- Excellent interpersonal and communication skills, command over English and Urdu, and ability to understand the local dialect will be an added advantage.
- Proven skills in MS Excel, Word, PowerPoint, and Outlook.
Travel and Schedule:
Willingness to work beyond regular working hours, upon request.
Only shortlisted candidates will be contacted.