Executive Secretary to CEO

Kashmirwala Group is seeking a highly organized and proactive Executive Secretary to support the CEO at its Lahore office. The ideal candidate will provide comprehensive executive and administrative assistance, ensuring the smooth operation of the CEO’s office. A critical aspect of this role involves managing visa applications and processing, requiring hands-on experience with visa documentation, coordination with embassies and consulates, appointment scheduling, and follow-ups. This position demands discretion, excellent communication skills, and the ability to handle multiple priorities efficiently.

Key Responsibilities
- Provide full administrative and secretarial support to the CEO.
- Manage the CEO’s calendar, appointments, meetings, and daily schedule.
- Coordinate local and international travel arrangements, including flights, accommodation, transportation, and itineraries.
- Handle visa applications and processing for the CEO and other executives or employees as needed.
- Prepare, review, organize, and submit visa application documents.
- Liaise with embassies, consulates, visa application centers, travel agents, and relevant authorities.
- Monitor visa application statuses, appointments, deadlines, and required documentation.
- Maintain accurate records of passports, visas, travel documents, and expiry dates.
- Assist in preparing business correspondence, reports, presentations, letters, and other documents.
- Attend and coordinate meetings, prepare agendas, take minutes, and follow up on action items.
- Manage confidential and sensitive business and personal information with the utmost discretion.
- Screen calls, emails, and correspondence, ensuring timely responses and follow-ups.
- Facilitate communication between the CEO and internal departments, clients, partners, and external stakeholders.
- Conduct research and prepare summaries or information as required by the CEO.
- Organize and maintain executive office files, records, and documentation.
- Perform additional administrative and executive-support duties as assigned by the CEO.

Required Qualifications
- Bachelor’s degree in Business Administration, Management, Communications, or a related field is preferred.
- Minimum of 3 years’ experience as an Executive Secretary, Executive Assistant, Personal Assistant, or in a similar role supporting senior executives, preferably a CEO or Managing Director.
- Proven, demonstrable experience in visa application and visa processing procedures is mandatory.
- Strong understanding of visa documentation requirements, application processes, appointment scheduling, and follow-up protocols.
- Experience with international business and travel visas is highly preferred.
- Excellent written and verbal communication skills in English.
- Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
- Exceptional organizational and time-management skills with the ability to handle multiple priorities under pressure.
- Strong attention to detail and accuracy.
- Professional demeanor, communication skills, and appearance.
- High level of confidentiality, integrity, and discretion.
- Ability to work independently and proactively with minimal supervision.

Preferred Qualifications and Benefits
- Experience interacting with embassies, consulates, visa centers, or immigration and travel service providers.
- Familiarity with business and tourist visa procedures for multiple countries.
- Strong skills in travel coordination and itinerary management.
- Excellent follow-up and documentation management capabilities.
- Ability to anticipate the CEO’s administrative and travel-related needs.

What We Offer
- Competitive salary commensurate with experience and qualifications.
- A professional, growth-oriented work environment.
- Direct exposure to senior management and executive-level operations.
- Opportunities to engage with international business and travel activities.

Kashmirwala Group is an Equal Opportunity Employer committed to fostering a professional and inclusive workplace. Employment decisions are based on qualifications, skills, experience, and business needs without discrimination based on gender, race, religion, age, disability, or any other protected status.

Work Location: In person, Lahore office.

Only candidates with relevant visa-processing experience will be considered.