President's PA

The President’s Personal Assistant is a trusted, highly organized, discreet, and proactive professional responsible for providing comprehensive executive, administrative, coordination, and personal assistance to the President of Setaragan Mutahed. The primary purpose of this position is to ensure the effective management of the President’s time, appointments, meetings, correspondence, documentation, official engagements, and administrative commitments, while ensuring that all instructions, decisions, assignments, and tasks directed by the President are properly recorded, communicated, monitored, followed up, and reported until completion or further direction. The incumbent shall serve as a central coordination point between the President and relevant internal departments, senior management, employees, business partners, clients, government representatives, consultants, and other authorized stakeholders. The position requires more than routine administrative support. The Personal Assistant must demonstrate the ability to anticipate the President’s requirements, prioritize competing demands, prepare accurate and professional documentation, draft meeting minutes, coordinate follow-up meetings, maintain an effective action-tracking system, and proactively monitor outstanding tasks and commitments. A critical responsibility of the position is to ensure that no instruction, decision, assignment, meeting action, or important commitment issued by the President is overlooked or left without appropriate follow-up. The incumbent must maintain a structured system to track assigned responsibilities, deadlines, progress, delays, and completion status, bringing overdue, sensitive, or business-critical matters to the President’s attention promptly. The position requires exceptional integrity, confidentiality, communication skills, professional judgment, attention to detail, organizational capability, and the ability to perform effectively in a demanding executive environment. The Personal Assistant shall exercise administrative and coordination authority within the limits established by the President and Company policies, without assuming the operational responsibilities or decision-making authority of the individuals and departments responsible for executing assigned tasks.

6.1 Educational Requirements

• A bachelor’s degree in Business Administration, Management, Office Administration, Human Resources, Communications, or a related discipline and MBA is preferred.
• A relevant diploma combined with substantial executive-support experience may be considered.
• Additional qualifications in executive assistance, business communication, office management, project coordination, or professional administration will be an advantage.

6.2 Professional Experience

• Preferably five to eight years of relevant professional experience in executive assistance, senior administrative support, office management, or a comparable role.
• Demonstrated experience supporting a President, CEO, Managing Director, Board Member, or other senior executive is strongly preferred.
• Proven experience in executive calendar management, confidential correspondence, meeting coordination, minute-taking, and action-item follow-up is essential.
• Experience maintaining action trackers, monitoring deadlines, coordinating departmental responses, and preparing management status reports is highly desirable.
• Experience working in a structured corporate environment with multiple departments and competing priorities is desirable.
• Exposure to senior stakeholder engagement, management reporting, or confidential business matters will be an advantage.

6.3 Language Requirements

• Excellent written and verbal communication in English is required where English is the Company’s working language.
• Proficiency in Dari and Pashto, as relevant to the Company’s operations and stakeholder environment, is must.
• Knowledge of additional languages relevant to the Company’s business activities is an advantage.
• The candidate must be capable of preparing accurate, clear, professional correspondence and meeting minutes and communicating effectively with individuals at different organizational levels.

6.4 Technical and Digital Skills

The candidate should demonstrate proficiency in

• Microsoft Outlook or an equivalent calendar and email management platform.
• Microsoft Word for professional correspondence, reports, and meeting minutes.
• Microsoft Excel for action trackers, registers, status reports, and administrative records.
• Microsoft PowerPoint for executive presentations and briefing materials.
• Microsoft Teams, Zoom, or equivalent virtual meeting platforms.
• Electronic document management, digital filing, and records organization.
• Scheduling, task-tracking, and productivity applications approved by the Company.

Strong typing, proofreading, formatting, document-control, and general office technology skills are expected.

• CORE COMPETENCIES AND BEHAVIORAL REQUIREMENTS

7.1 Integrity and Trustworthiness

Demonstrates honesty, ethical conduct, reliability, and discretion in all professional dealings. Protects confidential information and maintains appropriate professional boundaries.

7.2 Confidentiality and Discretion

Handles sensitive information with maturity and sound judgment. Understands the importance of restricted access, secure communication, and appropriate disclosure.

7.3 Organization and Time Management

Maintains accurate schedules, structured records, reliable follow-up systems, and clear priorities. Manages competing demands without compromising accuracy or service quality.

7.4 Communication Excellence

Communicates clearly, professionally, diplomatically, and respectfully. Produces high-quality written correspondence and meeting minutes and accurately conveys instructions and decisions.

7.5 Proactivity and Anticipation

Identifies upcoming requirements, recognizes potential scheduling or administrative issues, and prepares solutions before problems affect executive operations.

7.6 Judgment and Problem-Solving

Evaluates routine issues, identifies practical solutions, recognizes risks, and escalates sensitive or significant matters appropriately.

7.7 Attention to Detail

Ensures the accuracy of dates, names, documents, meeting arrangements, minutes, action items, travel details, correspondence, deadlines, and administrative records.

7.8 Follow-Up Discipline and Accountability

Demonstrates persistence, consistency, and ownership in tracking assigned tasks. Ensures that action items are recorded, followed up, updated, and appropriately closed or escalated.

7.9 Stakeholder Management

Builds professional relationships, handles visitors and requests courteously, and coordinates effectively with individuals across organizational levels.

7.10 Adaptability and Resilience

Maintains composure and effectiveness under pressure, responds constructively to last-minute changes, and manages urgent assignments without losing control of routine responsibilities.

7.11 Professionalism and Executive Presence

Demonstrates appropriate business etiquette, punctuality, discretion, cultural awareness, personal accountability, and a professional manner consistent with the Office of the President.

7.12 Digital Competence and Continuous Learning

Uses technology effectively, maintains organized electronic workflows, and demonstrates a willingness to improve systems and professional capabilities.

The key objectives of the President’s Personal Assistant are to

Provide effective, reliable, and professional executive support to the President.

Manage the President’s calendar, appointments, correspondence, meetings, travel, and official engagements efficiently.

Arrange and coordinate meetings from initial scheduling through preparation, documentation, and post-meeting follow-up.

Draft accurate, comprehensive, and professional meeting minutes reflecting discussions, decisions, instructions, responsibilities, and agreed deadlines.

Record, communicate, monitor, and follow up on all actionable instructions, assignments, and tasks directed by the President.

Maintain a centralized and confidential action tracker covering presidential instructions, meeting action points, pending approvals, and outstanding commitments.

Ensure timely follow-up with responsible individuals and departments and escalate delays, risks, and unresolved matters to the President.

Prepare regular status reports highlighting completed, pending, overdue, and high-priority assignments.

Facilitate effective communication and coordination between the President and relevant internal and external stakeholders.

Maintain accurate, secure, and accessible executive records, correspondence, minutes, and documentation.

Protect confidential information and uphold the highest standards of integrity, discretion, and professional conduct.

Improve the efficiency, responsiveness, accountability, and overall effectiveness of the Office of the President.

• President’s Instruction and Action Tracker

The Personal Assistant shall maintain a centralized, regularly updated, and confidential President’s Instruction and Action Tracker in an electronic system or format approved by the Company. The tracker shall be updated whenever a material change occurs and reviewed regularly to ensure that its contents remain accurate and actionable.

3.Reporting and Escalation to the President

The Personal Assistant shall provide daily, weekly, or other periodic status updates as agreed with the President.

• Accountability and Authority Boundaries

The Personal Assistant is accountable for maintaining the instruction register, communicating assignments, monitoring progress, conducting follow-ups, maintaining accurate records, and reporting unresolved matters. The individual or department assigned the task remains accountable for execution, technical quality, operational decisions, and delivery of the required outcome. The Personal Assistant shall not independently change the President’s instructions, alter approved deadlines, make substantive operational decisions, approve deliverables outside delegated authority, or impose disciplinary measures. Any material change to an assignment’s scope, priority, deadline, or responsible owner must be recorded and supported by the appropriate authorization.Directly reporting to President.

Interested and qualified national candidates are invited to click Apply Now. submit their applications, including a cover letter and an updated CV, no later than 30 Nov 2026. Please note that only shortlisted candidates will be contacted for an interview.

Equal Employment Opportunity

Setaragan Mutahed Company provides equal employment opportunities to all employees and applicants without discrimination based on ethnicity, gender, religion, disability, age, or any other protected status.