Secretariat Executive / Coordinator

Position: Secretariat Executive / Coordinator
Organization: Marie Adelaide Leprosy Centre (MALC)
Location: Karachi
Gender: Female Only
Employment Type: Full-Time

About MALC

Marie Adelaide Leprosy Centre (MALC) is a leading humanitarian and healthcare organization committed to the prevention, treatment, and control of leprosy, tuberculosis, and other public health challenges across Pakistan.

Position Summary

MALC is seeking a highly organized, proactive, and professional Female Secretariat Executive / Coordinator to provide comprehensive executive and secretariat support to the CEO. The ideal candidate will possess exceptional communication, coordination, and administrative skills, with the ability to manage confidential information and coordinate effectively with senior stakeholders, including national and international development partners.

Eligibility Criteria

• Bachelor's degree (Master's degree preferred).
• Minimum 5 years of relevant experience in a Secretariat, Executive Coordination, CEO Office, or Administrative role.
• Excellent written and verbal communication skills in English and Urdu.
• Excellent drafting skills with expertise in official letters, applications, reports, business correspondence, and Minutes of Meetings (MoMs).
• Experience coordinating with national and international donors, development partners, government agencies, and other stakeholders.
• Proficiency in MS Office (Word, Excel, PowerPoint, and Outlook).
• Strong organizational, coordination, and time management skills.
• Ability to maintain confidentiality and work effectively under pressure.

Key Responsibilities

• Manage the CEO's calendar, appointments, meetings, and daily schedule.
• Coordinate the CEO's meetings, conferences, official visits, and engagements.
• Prepare meeting agendas, record accurate Minutes of Meetings (MoMs), and follow up on action items.
• Draft official letters, applications, reports, presentations, and business correspondence on behalf of the CEO.
• Manage confidential correspondence, records, and official documentation.
• Coordinate with internal departments and ensure timely follow-up on assigned tasks.
• Liaise with national and international donors, development partners, government agencies, and other stakeholders on behalf of the CEO.
• Manage the CEO's domestic and international travel arrangements, including flight bookings, hotel reservations, transportation, travel itineraries, visa documentation (where applicable), and related logistics.
• Maintain organized filing systems and perform other secretariat duties as assigned.

Required Competencies

• Excellent written communication and business drafting skills.
• Strong interpersonal, coordination, and stakeholder management abilities.
• High level of professionalism, integrity, and confidentiality.
• Ability to multitask, prioritize, and work independently in a fast-paced environment.