Overview
Executive Coordinator / Team Assistant Jobs in Pakistan at Unitas Global Advisory
Title: Executive Coordinator / Team Assistant
Company: Unitas Global Advisory
Location: Pakistan
About Unitas Global Advisory
Unitas Global Advisory is a pioneering cross-cultural Public Affairs and Strategic Communications agency with over one and a half decades of experience bridging the Western and Islamic worlds. With a presence in key global locations — including Dubai, London, Brussels, Washington DC, and Kuala Lumpur — we specialise in delivering high-impact, unbranded global communications campaigns on complex and sensitive issues. Our client roster includes esteemed organisations such as the United Nations, the Organization of Islamic Cooperation, the US State Department, the Arab League, Meta, Bitsmedia, the Malaysian government, and Friends of the Earth, among others. Grounded in deep community roots, diverse in-house expertise, and strong industry relationships, we offer a uniquely effective approach to building, advising, and leading in strategic communications.
The Role
This is not a conventional administrative role, and we are explicit about that from the outset.
We are looking for a coordinator-calibre operator who is genuinely comfortable also doing hands-on assistant work — someone who can hold the full context of a project, exercise judgment in ambiguity, anticipate what is needed before being asked, and move fluidly across very different types of work in a single day. Past experience has taught us that a purely administrative mindset does not succeed here. The people who thrive are proactive, solution-oriented, and take genuine ownership of the things they run.
In return, this role offers unusual exposure to high-level international work and a clear path to broader project responsibility for the person who proves they can carry it. You will be the operational and coordinating engine that keeps a fast-moving advisory team — and its client relationships — running smoothly.
Who You Are
- You take ownership. When something is yours, it gets done, and you flag risks early rather than waiting to be asked.
- You are comfortable operating with limited supervision and incomplete information, and you make sensible calls about what to handle yourself versus what to escalate.
- You are organised to the point that nothing falls through the cracks — deadlines, follow-ups, payments, documents.
- You are diplomatically persistent: you can chase a senior client or partner for what is owed or outstanding without damaging the relationship.
- You are discreet. You will routinely handle sensitive client, financial, and political information, and you treat it accordingly.
- You are genuinely interested in international affairs, communications, or public policy — enough to understand the context of our work and use that understanding to exercise judgment.
Key Responsibilities
Client Invoicing & Receivables
Own the client invoicing cycle end-to-end: preparing and issuing invoices accurately and on time, tracking them against engagement terms and agreed payment schedules, and maintaining a clear, current picture of what is outstanding. Lead the follow-up on overdue payments with professionalism and tact, escalating sensitive matters to the COO or relevant principal at the right moment rather than pushing where a relationship requires a lighter touch. Reconcile payments received, produce statements where needed, flag disputes or discrepancies promptly, and liaise with our internal finance support to keep records clean across entities and currencies.
Client & Stakeholder Communications
Serve as a reliable, professional point of contact for clients and external stakeholders on administrative and operational matters — scheduling, document requests, logistics, status updates, invoicing queries, and routine correspondence. Ensure every outward-facing communication is timely, polished, and consistent with Unitas’s tone and standards. Understand clearly where the line sits: you own administrative and operational correspondence, while substantive or strategic client communication remains with the senior team, and you know when to bring them in.
Project & Internal Coordination
Maintain visibility across team workstreams — tracking deadlines, outstanding actions, and dependencies, and keeping shared systems and trackers current. Act as the dependable coordination point across the team and, where needed, with counterparts in other Unitas offices and time zones. Anticipate bottlenecks and resolve or surface them before they become problems.
Calendar & Meeting Management
Manage scheduling and calendar coordination, prepare agendas, circulate background materials in advance, take and distribute minutes, and follow up on actions so that nothing is dropped.
Logistics & Travel Management
Coordinate all travel arrangements — flights, accommodation, visas, and ground logistics — managing itineraries end-to-end, anticipating requirements, and resolving complications proactively. Maintain organised records of travel documentation, approvals, and expenses.
Programme & Event Support
Support the coordination of company-wide programmes, convenings, and client events: producing terms-and-conditions documents, preparing logistical briefing notes, managing speaker and trainer onboarding, maintaining programme trackers, assembling background materials and programme folders, and coordinating with venues and partners on operational detail.
Financial & Procurement Administration
Track event-related expenditure, maintain budget trackers, process expense claims, and liaise with vendors and suppliers on quotes, invoices, and purchase orders. Keep financial records current and flag items to the relevant team member in good time.
Research & Media Monitoring Support
Conduct targeted research as assigned — background and vetting checks on prospective speakers, trainers, and partners; routine media monitoring; and coverage summaries — delivered in clean, usable formats that save the senior team time.
Social Media & Content Coordination
Assist in scheduling and coordinating social media content, managing content calendars, liaising with designers and content leads, and ensuring assets are delivered and published on time.
Additional Responsibilities
Adapt to evolving team needs and take on additional tasks as required. This role is designed to grow with the right person: those who demonstrate strong judgment and contextual understanding will have the opportunity to take on broader project responsibility over time.
What We’re Looking For
- Bachelor’s degree in communications, international relations, public policy, business administration, or a related field. A Master’s is an advantage.
- A minimum of 2–3 years’ experience combining project coordination or programme support with administrative responsibility. Purely administrative backgrounds will not be considered.
- Demonstrated ability to run multiple workstreams at once, prioritise effectively, and meet deadlines in a fast-paced environment — proactively, with minimal supervision.
- Comfort with numbers and basic invoicing: the invoicing and payment follow-up involved is straightforward — you don’t need an accounting background, but you should be organised, accurate with figures, and willing to own the process.
- Diplomatic persistence: the maturity and judgment to follow up with senior clients and partners on payments and outstanding items firmly but tactfully, and to know when to escalate.
- Excellent written and verbal communication in English, with the ability to draft professional client correspondence and documents to a high standard.
- High attention to detail and a meticulous approach to documentation, formatting, and accuracy.
- Genuine interest in and understanding of international affairs, communications, or public policy — enough to grasp the context of our work and exercise sound judgment in ambiguous situations.
- Discretion and professionalism in handling sensitive client, financial, and stakeholder information.
- Fluency with collaboration and coordination tools (e.g. project management platforms such as Asana, Trello, Monday, or Notion; shared drives; and messaging tools such as Slack).
- Flexibility to coordinate occasionally with colleagues and clients in other time zones (the Gulf, Europe, the US, and Asia).
- Cultural awareness and the interpersonal skill to work effectively across a diverse, internationally distributed team.
