Executive Coordinator

Job Description

Executive Coordinator – Executive Director’s Office

Location: Lahore, Pakistan

Job Type: Full-time

Salary: Competitive, based on experience and skills

Grade: HO-2

About Us:

Horti Group is a growing leader in Landscape and Horticulture Industry. With multiple subsidiaries, we are rapidly expanding and evolving our business operations. We are looking for a highly organized, tech-savvy, and detail-oriented Executive Coordinator who can support business growth and establish strong reporting and document control systems. This is an excellent opportunity for a motivated individual to grow within the company and develop a long-term career with Horti Group.

Job Responsibilities:

Administrative & Executive Support:

• Manage the Executive Director’s calendar, schedule meetings, and coordinate appointments.
• Organize, store, and maintain important business documents and reports.
• Handle correspondence, emails, and phone calls with professionalism.
• Prepare high-quality reports, presentations, and data summaries.

Operations & Business Coordination:

• Assist in tracking project timelines, deliverables, and action items.
• Ensure strong documentation and reporting across all subsidiaries.
• Support the Executive Director in implementing and monitoring company-wide systems and ERPs.
• Coordinate with department managers to ensure smooth workflow and communication.
• Develop and maintain a structured document control system for business operations.

HR & Team Management Support:

• Assist in employee scheduling, recruitment coordination, and HR documentation.
• Maintain structured employee performance tracking and reporting.
• Help foster a positive workplace culture and support team development.

Technology & Reporting:

• Utilize digital and physical tools for reporting, data management, and organization.
• Ensure timely and structured reporting on company operations, financials, and HR matters.
• Assist in our roll out of ERP and other platforms to improve efficiency.
• Continuously improve document control and digital record-keeping.

Personal Assistance & Executive Coordination:

• Act as the Executive Director’s point of contact with staff, ensuring follow-ups on assigned tasks and deadlines.
• Schedule internal and external meetings, prepare agendas, and document minutes with clear action points.
• Gather necessary documents for approvals, ensure completeness, and track the approval process.
• Develop structured workflows for approvals, reporting, and task management to improve efficiency.
• Organize and maintain business-critical documents, reports, and correspondence.
• Identify urgent tasks, manage Exeutive Director’s priorities, and ensure nothing falls through the cracks.
• Facilitate smooth communication between departments and ensure messages, requests, and instructions are relayed effectively.

Skills

• Bachelor’s degree in Business Administration, Management. Horticulture or Architecture or Project Management degrees will also be considered.
• 1-3 years of experience in a similar role, preferably in a corporate setting.
• Strong technical skills – proficient in Microsoft Office, Google Workspace, and ERP systems.
• Excellent reporting and document management skills – ability to create structured reports and maintain organized records.
• Highly organized, detail-oriented, and proactive in problem-solving.
• Strong communication skills (written and verbal).
• Ability to multitask, prioritize tasks, and work under pressure.
• Professional, trustworthy, and able to handle confidential information with discretion.