Administrator's Sectrtary

Job Title:

Administrator’s Secretary

Job Responsibilities:

Administrative Support

· Maintain and manage the Administrator’s daily schedule, appointments, and meetings.

· Draft, format, and proofread letters, emails, memos, circulars, and official communications.

· Prepare meeting agendas, take minutes, and circulate them to relevant stakeholders.

· Organize and maintain physical and digital filing systems for all administrative documents.

· Act as the first point of contact for internal and external correspondence directed to the Administrator’s office.

Coordination & Liaison

· Coordinate with department heads to collect reports, updates, and data requested by the Administrator.

· Follow up on tasks assigned by the Administrator to various departments and ensure timely completion.

· Assist in arranging internal and external meetings, workshops, and hospital events.

· Facilitate smooth communication between the Administrator and hospital staff, consultants, and external vendors.

· Operational Support

· Maintain confidentiality of sensitive hospital and staff information at all times.

· Track deadlines for compliance documents, hospital licenses, and regulatory requirements, and alert the Administrator in advance.

· Support in drafting official hospital policies, circulars, and notices as per Administrator’s directives.

· Help prepare periodic performance, financial reports for review.

· Manage incoming and outgoing correspondence, ensuring proper record-keeping.

General Office Management

· Oversee stationery and office supply needs for the Administrator’s office.

· Coordinate travel arrangements and logistics for the Administrator when required.

· Maintain decorum and professionalism in the Administrator’s office, ensuring a welcoming environment for visitors.

· Any other assignment as given by the administrator / Management.

Qualification Requirements:

Education:

Minimum: Bachelor’s degree in Business Administration, Public Administration, or a related field.

Preferred: Master’s degree in Business Administration (MBA), Healthcare Management, or equivalent.

Experience:

At least 2-4 years of relevant experience as a secretary, personal assistant, or office coordinator (experience in a hospital/healthcare setup is preferred).

Skills & Competencies:

· Excellent verbal and written communication skills in English and Urdu.

· Strong organizational and time-management abilities.

· Proficiency in MS Office (Word, Excel, PowerPoint) / email correspondence and Urdu Typing (Inpage).

· Ability to handle confidential information with integrity and discretion.

· Good interpersonal skills and ability to interact with diverse staff and consultants.

· Ability to work under pressure and manage multiple tasks simultaneously.

Job Type: Full-time

Work Location: In person