Executive Secretary / Administrative Assistant

About the role

The Consulate General of Pakistan in Montreal is seeking a full‑time Executive Secretary/Admin Staff to provide high‑level administrative support in a dynamic diplomatic environment. The role is based on‑site in Montreal and involves managing executive schedules, communications and documentation while ensuring strict confidentiality.

Key responsibilities

• Manage calendars, schedule appointments and meetings for senior staff.
• Organise domestic and international travel arrangements, including itineraries and accommodations.
• Coordinate internal and external communications, handling phone calls, emails and inquiries.
• Prepare, format and distribute reports, presentations and meeting materials.
• Maintain physical and digital filing systems, ensuring accurate record‑keeping.
• Support meeting logistics, take minutes and track follow‑up actions.
• Handle confidential legal and executive information with discretion.
• Perform other administrative tasks as required.

Required profile

• Strong administrative and organisational abilities, including calendar and travel management.
• Excellent written and verbal communication skills in English; French is an asset.
• High level of discretion, integrity and professionalism when dealing with confidential matters.
• Ability to prioritise tasks, meet deadlines and adapt to changing priorities in a fast‑paced setting.
• Attention to detail and accuracy in document preparation.

Required skills

• Proficiency with Microsoft Office suite (Word, Excel, PowerPoint, Outlook).
• Experience with digital document‑management systems.