Administrative Support Assistant

Lahore Universityof Management Sciences; Lahore; On-site; PKR 558,000 - 781,200; Full time

Job summary

A leading university in Pakistan seeks an Administrative Assistant to provide comprehensive support to the Dean's office. Responsibilities include managing the Dean's calendar, handling correspondence, ensuring confidentiality, and coordinating meetings. The candidate should have a Bachelor’s degree and at least 2 years of relevant experience, preferably in a university setting. Proficiency in Microsoft Office Suite is essential. Competitive compensation offered.

Qualifications

• 2 years of experience in a secretariat/administrative assistant role, preferably in a university environment.
• Proficiency in managing correspondence and administrative tasks.

Responsibilities

• Manage the Dean’s calendar and appointments systematically.
• Provide full administrative support including managing official correspondence.
• Maintain strict confidentiality of sensitive documents and decisions.
• Organize and coordinate meetings, seminars, and official visits.
• Coordinate with other university offices on matters requiring the Dean’s attention.

Skills

Time-management

Detail-oriented

Integrity

Proactive

Problem-solving

Education

Bachelor’s degree in Business Administration, Management or related field

Tools

Microsoft Office Suite (Word, Excel, PowerPoint)

Document management software

Job description

Overview

The role provides comprehensive administrative and secretariat support to the Dean while also serving as the first point of contact for the Dean’s office. This position ensures the smooth functioning of day-to-day operations, upholds the decorum and professional environment of the office, and manages sensitive information with the highest level of discretion. Responsibilities include managing correspondence, coordinating schedules, handling visitors and inquiries, supporting housekeeping requirements, and assisting the Dean in easing her day-to-day activities. The incumbent is also expected to establish systematic processes to enhance the efficiency and professionalism of the Dean’s office, such as maintaining a structured calendar, defining daily document approval workflows, and managing phone communication protocols.

The position is best suited for a candidate who demonstrates maturity, discretion, and strong interpersonal skills, with the ability to anticipate needs, manage multiple priorities under pressure and regularly maintain flexible office hours as per requirements of the Dean’s office.

Key Accountabilities

• Office Administration and Support
  • Manage the Dean’s calendar and appointments systematically, ensuring efficient allocation of time.
  • Develop and maintain protocols for timely document reviews and approvals within a defined daily workflow.
  • Provide full administrative support including drafting, proofreading, and managing official correspondence, reports, and confidential documents.
  • Maintain organized filing systems (both electronic and physical) for quick retrieval of documents.
  • Oversee housekeeping arrangements to ensure the office environment reflects professionalism and decorum.
• Reception and Liaison Duties
  • Serve as the primary point of contact for visitors, faculty, staff, students, and external stakeholders.
  • Manage incoming and outgoing phone calls, including screening, handling inquiries, and transferring calls to the Dean when appropriate.
  • Handle emails and correspondence with courtesy and efficiency.
  • Ensure that all interactions uphold the dignity, decorum, and professional standing of the Dean’s office.
• Confidentiality and Governance
  • Maintain strict confidentiality of sensitive documents, discussions, and decisions, with no breach of trust.
  • Ensure compliance with institutional policies and governance standards in handling official records and communication.
  • Exercise sound judgment and discretion in managing confidential matters related to faculty, staff, and students.
• Event and Meeting Coordination
  • Organize and coordinate meetings, seminars, and official visits, including preparation of agendas, minutes, and follow-up actions.
  • Support the Dean during school-level events and engagements, ensuring all logistical and administrative requirements are met.
• General Support for the Dean
  • Anticipate and ease the Dean’s day-to-day activities through proactive planning and organizational support.
  • Coordinate with other university offices and departments (such as HR, Finance, Registrar, Advancement, and Research) on matters requiring the Dean’s attention.
• Further duties assigned as per need and Dean’s discretion.

Knowledge & Skills

• Time-management
• Detail-oriented
• Integrity
• Ability to foster a welcoming yet professional office environment, reflecting the stature of the Dean’s office within the Law School and the University at large
• Proactive
• Problem-solving

Experience

• 2 years of experience in a secretariat/administrative assistant role, preferably in a university environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and document management software.

Qualifications

Bachelor’s degree in Business Administration, Management or any related field.

Application Instructions

If you meet the minimum eligibility criteria mentioned above please email your resume & cover letter in PDF format with position title mentioned clearly in subject line at [e-mail].

Please note that resume and cover letter are mandatory.