PS To Dean - Shifa College of Medicine

Description

Shifa Tameer-e-Millat University is seeking a diligent and efficient Personal Secretary to support the Dean of Shifa College of Medicine. The ideal candidate will possess strong organizational and communication skills, managing the Dean’s schedule with precision and ensuring smooth communication between stakeholders. This role requires expertise in executive calendar management, meeting coordination, and professional correspondence, supporting the Dean in daily administrative tasks. With at least five years of relevant experience, the candidate will be adept at handling confidential information, preparing documents, and coordinating travel and logistics effectively. The Personal Secretary will work independently to maintain office systems and records, preparing and formatting important documents and presentations using Microsoft Office Suite and Adobe Acrobat Pro. This role demands high attention to detail in scheduling and event planning, including budget management for projects and meetings. The successful candidate must demonstrate proficiency in Microsoft Outlook, Google Calendar, Microsoft Teams, and related tools to ensure seamless communication and workflow. Although this position does not involve managing a team, it requires excellent interpersonal skills for stakeholder communication and collaboration within the academic and administrative environment.

Responsibilities

• Manage the Dean’s calendar, scheduling appointments, meetings, and events across multiple time zones with precision.
• Coordinate and organize meetings, ensuring timely distribution of agendas, minutes, and follow-up actions.
• Prepare, format, and proofread professional correspondence, presentations, and official documents with attention to detail.
• Handle confidential and sensitive information with discretion, maintaining privacy and security standards.
• Organize travel and logistics arrangements, including flight bookings, accommodations, and itineraries for the Dean.
• Collaborate with internal and external stakeholders to facilitate effective communication and support academic and administrative activities.
• Maintain records and file management systems, ensuring documents are organized and accessible.
• Use Microsoft Office Suite (Word, Outlook, Excel, PowerPoint) and Adobe Acrobat Pro to create, edit, and manage documents and presentations.
• Coordinate project schedules and budgets, assisting in planning events and academic functions within allocated resources.
• Utilize Microsoft Teams and other communication tools to schedule virtual meetings and support remote collaboration.
• Monitor and manage email correspondence, prioritizing urgent matters and ensuring timely responses.
• Support event planning activities, including workshops, seminars, and conferences, ensuring logistical details are managed efficiently.
• Assist in the preparation and submission of reports, proposals, and other administrative documents as required.
• Ensure consistency and accuracy in document formatting and presentation for official use.

Experience

5 Years

Apply By

Nov 19, 2026

Required Skills

• time zone coordination
• Organizational Skills
• Interpersonal Communication
• Attention to detail
• Time management
• Calendar Scheduling
• Microsoft Teams Meeting Coordination
• Budget Management
• Project Scheduling
• Adobe Acrobat Pro
• Microsoft Word
• Microsoft Teams
• Microsoft Outlook Calendar
• Executive Calendar Management
• Google Calendar
• Microsoft Outlook
• Stakeholder Communication
• Event planning
• Travel and Logistics Coordination
• Confidential information handling
• Records and File Management
• Microsoft Office Suite
• Document preparation and formatting
• Professional Correspondence
• Meeting Coordination