Secretary to the Chairman (Full Time)

ARQ Group of Companies seeks a highly organized, proactive, and trustworthy professional for the position of Secretary to the Chairman at their Head Office in Lahore. This role involves providing comprehensive administrative support to the Chairman by managing daily office operations, coordinating meetings, preparing official documents, and maintaining effective communication with both internal and external stakeholders. The ideal candidate holds a Bachelor's or Master's degree in Business Administration, Management, English, Mass Communication, or a related field, and possesses 5 to 8 years of relevant professional experience. The role demands excellent organizational skills, proficiency in Microsoft Office and Google Workspace tools, and the ability to maintain strict confidentiality while handling sensitive information. In addition to core secretarial duties, the position requires oversight and coordination of a team of 20 persons to ensure that all tasks approved by the Chairman are clearly defined, assigned, monitored, and completed within the agreed timelines. The successful candidate must demonstrate strong leadership capabilities and excellent multitasking skills to balance office management, stakeholder liaison, and administrative functions seamlessly while supporting strategic business initiatives directly under the Chairman's guidance.
Responsibilities
Manage the Chairman's Office daily, overseeing all administrative tasks to ensure smooth operations.
Prepare meeting agendas and gather all necessary files and documents before each meeting.
Accurately record professional meeting minutes, including decisions made and agreed action points.
Translate meeting outcomes into clearly defined, actionable tasks and prepare Task Assignment Sheets for the Chairman's approval.
Ensure tasks include clearly stated start and completion dates before approval and maintain the official Task Register and follow-up records.
Coordinate and communicate with internal departments and teams to monitor task progress and ensure completion within the set timelines.
Schedule and coordinate meetings with clients, government officials, partners, and other stakeholders to facilitate effective communication and collaboration.
Draft, review, and manage official letters, emails, and corporate correspondence adhering to professional standards.
Maintain comprehensive physical and digital filing systems to organize sensitive and important documents securely.
Liaise with the Communication Strategist, designers, digital marketing teams, and other departments to support social media activities and digital communications aligned with the Chairman's directives.

Lead and manage a dedicated team of 20 persons, fostering a disciplined and productive work environment aligned with organizational goals.
Keep the Chairman well-informed of pending approvals, urgent matters, and ongoing task statuses to support timely decision-making.
Handle confidential information with utmost discretion and maintain integrity in all aspects of work.
Monitor and assist in social media understanding and digital communications, ensuring timely and effective responses where necessary.
Uphold a professional and trustworthy image of the Chairman's office through excellent interpersonal and communication skills.
Perform other administrative duties as assigned to support strategic business initiatives and executive management objectives.