Executive Secretary - CEO Office

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

What will make you successful?
1.    Master’s or Bachelor’s degree
2.    3 – 5 years of experience in related field
3.    Exceptional organization & time management; ability to multitask and prioritize under pressure
4.    Strong communication (written and verbal) across all levels
5.    High discretion, confidentiality, and professional judgment
6.    Stakeholder management & coordination; ensure continuity and structure in complex environments
7.    Proficient MS Office/Teams/Outlook capability (formatting, minute-taking, presentations, trackers)
8.    Demonstrated experience managing complex calendars, events/logistics, and senior stakeholder coordination
9.    Exposure to Board of Directors / Executive Leadership meeting coordination is a strong advantage