Executive Secretary - CEO Office

About the job

Position Title: Executive Secretary - CEO Office

Company: Nestlé Pakistan

Location: Lahore, Head Office

Position Summary

The Executive Secretary, CEO Office provides high-impact executive and administrative support to the CEO, ensuring the CEO’s time, priorities, communications, and logistics are managed with precision, discretion, and speed. The role acts as a trusted coordination hub across senior leadership, functions, and external stakeholders, enabling smooth execution of day-to-day CEO office operations and key leadership routines (meetings, governance routines, events, and priority follow-ups)

A Day in the life of.....

 

• Manage and coordinate daily/weekly/monthly calendars, ensuring the CEO is apprised of all appointments, changes, and matters requiring immediate attention
• Prepare daily/weekly CEO run-sheet: top meetings, pre-reads, attendees, desired outcomes, and critical follow-ups
• Coordinate meeting logistics end-to-end: invitations, venues/VC links, pre-reads, attendee confirmations, minutes/action logs, and follow-up tracking
• Drive timely closure of action items by coordinating with functions and ensuring efficient information flow across teams
• Process records and forms, requisitions office supplies, and performs other administrative support procedures for effective office management.
• Maintain confidential CEO Office records and files, ensuring materials are properly marked, archived, and accessible for immediate use
• Provide support for special projects initiated by the CEO/CEO Office, coordinate inputs, timelines, and deliverables
• Improve CEO Office ways of working (templates, trackers, governance cadence, and digital process
• Coordinate complex travel (itineraries, visas where required, accommodation, transport) and manage logistics for key internal/external engagements
  
   

What will make you successful?

 

• Master’s or Bachelor’s degree
• 3 – 5 years of experience in related field
• Exceptional organization & time management; ability to multitask and prioritize under pressure
• Strong communication (written and verbal) across all levels
• High discretion, confidentiality, and professional judgment
• Stakeholder management & coordination; ensure continuity and structure in complex environments
• Proficient MS Office/Teams/Outlook capability (formatting, minute-taking, presentations, trackers)
• Demonstrated experience managing complex calendars, events/logistics, and senior stakeholder coordination
• Exposure to Board of Directors / Executive Leadership meeting coordination is a strong advantage