Personal Secretary to Dean

Shifa Tameer-e-Millat University

Islamabad , Pakistan

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Posted 28 minutes ago Report Job

Shifa Tameer-e-Millat University seeks a dedicated Personal Secretary to support the Dean with high-level administrative assistance. This role involves managing the Deans daily schedule, coordinating meetings, preparing documents, and handling confidential information with utmost discretion. The successful candidate will demonstrate excellent organizational skills and the ability to multitask effectively, ensuring smooth office operations and facilitating efficient communication within the university and with external stakeholders. The position requires a minimum of five years of experience in a similar role, with proficiency in Microsoft Office applications and strong interpersonal skills. The Personal Secretary acts as a reliable point of contact for the Dean, managing calendars and travel arrangements, streamlining email correspondence, and maintaining confidential records. Attention to detail and a proactive approach to anticipating the Deans needs are essential. This role does not involve managing a team, but it requires strong coordination capabilities and the ability to work independently in a fast-paced academic environment. The candidate must uphold the highest standards of professionalism, confidentiality, and communication to support the Deans leadership effectively.
Responsibilities

Manage and maintain the Deans calendar, ensuring scheduling efficiency and conflict avoidance.
Coordinate and organize meetings, including arranging venues, preparing agendas, and documenting minutes.
Prepare, format, and review documents, reports, and presentations for the Dean.
Handle email management, prioritizing and responding to correspondence on behalf of the Dean when appropriate.
Arrange detailed travel plans, itineraries, and accommodations for the Dean.
Maintain strict confidentiality in handling sensitive university and personal information.
Perform general office administration duties to ensure the smooth functioning of the Deans office.
Communicate effectively with university staff, faculty, and external partners to facilitate information flow.
Manage multiple tasks simultaneously while prioritizing urgent assignments and deadlines.
Utilize Microsoft Word and Excel to create and organize documents, spreadsheets, and communication materials.
Anticipate the Deans needs and proactively provide support to enhance productivity and efficiency.