Riphah International University is seeking a dedicated and organized Professional to serve as the Personal Secretary to the Dean of the Faculty. This role requires a proactive individual with excellent communication skills and a strong command of office administration practices. The successful candidate will be responsible for managing communication, organizing official documentation, and providing comprehensive administrative support to the Dean. With at least one year of relevant experience, the candidate must have a bachelors degree from a recognized institution and should be adept at handling various office software tools, maintaining records, and assisting in time management tasks to enhance the Deans efficiency. This position is pivotal in ensuring smooth administrative operations within the faculty. The Personal Secretary will be expected to compile and coordinate minutes from meetings, maintain official documentation pertinent to the semester system, and support the Dean through various assigned tasks. The role demands exceptional interpersonal skills and problem-solving capabilities to address issues promptly and maintain professionalism. Although this position does not involve managing a team, it requires collaboration with multiple departments and stakeholders to facilitate the Deans functions effectively.
Responsibilities

• Manage all forms of written and oral communication on behalf of the Dean to ensure clarity and professionalism.
• Utilize office software tools such as Microsoft Office to prepare documents, reports, and presentations with accuracy and timeliness.
• Record, compile, and distribute minutes of meetings, ensuring all key points and action items are documented clearly.
• Maintain and organize official records and documents related to the semester system, keeping them up-to-date and readily accessible.
• Coordinate scheduling and time management for the Dean, including arranging appointments, meetings, and other official engagements.
• Assist the Dean with any administrative tasks assigned, demonstrating flexibility and responsiveness to changing priorities.
• Develop and maintain effective relationships with faculty members and external stakeholders through strong interpersonal skills.
• Apply problem-solving skills to handle office challenges and facilitate the smooth running of daily operations.
• Ensure confidentiality and professionalism in handling sensitive information and correspondence.
• Support the Dean in preparing for events, presentations, and other official duties as required.
• Perform office administration tasks including organizing files, managing correspondence, and handling inquiries efficiently.
• Maintain a proactive approach towards work, anticipating needs and streamlining processes to improve administrative efficiency.