Manager – Executive Affairs

We are looking for a highly organized, proactive, and discreet professional to join our team as Manager – Executive Affairs, based in Kalma Chowk, Gulberg III, Lahore. This full-time role involves providing comprehensive executive support to the CEO and managing the day-to-day operations of the Executive Office. The ideal candidate will efficiently handle scheduling, communications, meetings, and executive priorities with professionalism and confidentiality. Strong judgment, excellent communication skills, and the ability to coordinate across multiple stakeholders independently are essential. This position requires someone who can anticipate needs, manage priorities, and represent the Executive Office with maturity and discretion.

Key Responsibilities

Executive Office & Administrative Management:
Manage the CEO’s calendar, appointments, meetings, and commitments, ensuring effective prioritization and conflict-free scheduling. Coordinate internal and external meetings by preparing agendas, presentations, and necessary documents in advance. Handle official correspondence including emails, calls, and messages, prioritizing and following up promptly. Draft, review, and format executive-level documents such as emails, letters, reports, and presentations. Maintain organized digital and physical records with strict confidentiality. Monitor deadlines and commitments, proactively ensuring timely completion. Keep a structured system for tracking executive priorities and action items.

Executive Coordination & Stakeholder Management:
Serve as a liaison between the CEO and internal departments, senior management, clients, partners, vendors, and other stakeholders. Manage communications and follow-ups on behalf of the Executive Office with professionalism and discretion. Act as a gatekeeper by managing requests, appointments, and access to the CEO. Follow up on assigned matters and provide status updates as needed. Build and maintain professional relationships with key stakeholders.

Meetings, Projects & Follow-ups:
Coordinate and facilitate executive meetings, including scheduling, logistics, documentation, and action-item tracking. Attend meetings when required, prepare minutes, document decisions, and ensure follow-up on actions. Assist in monitoring special projects, strategic initiatives, and time-sensitive assignments. Collaborate with teams to gather information, prepare updates, and meet deadlines. Support planning and execution of corporate events, executive engagements, and official functions.

Travel & Logistics:
Manage domestic and international travel arrangements including flights, accommodation, transportation, visas, and itineraries. Prepare detailed travel plans and ensure smooth coordination of logistics for executive visits, meetings, and events. Adapt to time-sensitive or last-minute requirements.

Confidentiality & Executive Support:
Handle highly confidential business, financial, operational, and personal information with utmost discretion and integrity. Exercise sound judgment in sensitive matters. Assist with personal or executive-related arrangements while maintaining professional boundaries. Anticipate and proactively address administrative or logistical needs.

Reporting & Expense Coordination:
Maintain records and trackers related to executive activities and commitments. Process expense reports, invoices, reimbursements, and related expenditures. Prepare periodic summaries, status reports, and briefing documents. Support research, information gathering, and preparation of presentations or briefing materials.

Required Qualifications
Bachelor’s degree in Business Administration, Management, Communications, Human Resources, or a related field.
3–5 years of relevant experience in Executive Assistance, Executive Office Management, Personal Assistance, Administration, or Operations.
Experience supporting a CEO, Director, C-level executive, or senior management is highly preferred.
Excellent command of written and spoken English with strong professional communication skills.
Exceptional organizational and time-management skills with the ability to manage multiple priorities.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Strong interpersonal skills and confidence in communicating with senior stakeholders and external parties.
Demonstrated ability to handle confidential information with discretion and integrity.
Proactive, resourceful, detail-oriented, and capable of working independently.
Strong follow-up skills with a sense of ownership and accountability.
Ability to remain composed and solution-oriented in a fast-paced environment.

Preferred Qualifications and Benefits
Master’s degree or additional professional qualifications are advantageous.
Experience in a CEO’s Office, Executive Office, corporate environment, hospitality, real estate, or fast-paced business setting.
Familiarity with travel management, international time zones, and executive scheduling.
Strong presentation, documentation, and report-writing skills.
Preference given to candidates from reputable institutions such as FAST, LUMS, LSE, NUST, or BNU.

Work Environment and Compensation
This is a primarily in-office position located in Kalma Chowk, Gulberg III, Lahore, with working hours Monday to Saturday, 9:00 AM to 6:00 PM. Flexibility is required to accommodate urgent meetings, events, and time-sensitive matters outside regular hours. The monthly salary ranges from PKR 100,000 to 150,000, commensurate with experience and qualifications.