PR Technical Assistance

The PR & Protocol Assistant / Secretary provides administrative and secretarial support to the Head of Public Relations & Protocol. The role ensures smooth day-to-day operations through scheduling correspondence records management and coordination of protocol addition the role supports PR reporting and the follow-up of relevant PR systems and databases and may coordinate external communications only when formally assigned by the Head of Department (without media/content production responsibilities).

Key Responsibilities :

• Administrative & Secretarial Support
• Manage the Head of Department’s calendar appointments and meeting logistics
• (rooms invites agendas and required materials).
• Prepare meeting minutes track action items and follow up with internal stakeholders to ensure timely completion.
• Correspondence & Documentation
• Draft format and route official correspondence (letters memos emails) and maintain accurate records and reference files.
• Manage incoming/outgoing correspondence document registration and archiving in line with confidentiality and retention requirements.
• Prepare administrative reports summaries and briefing packs for management review as requested
• Coordinate office needs (supplies filing systems forms/templates) and support continuous improvement of administrative workflows.
• PR Systems Follow-up & Reporting
• Follow up on assigned PR systems monitoring tools and databases; ensure data is updated organized and accessible for reporting purposes.
• Provide administrative/technical support on PR workflows (templates forms approvals routing) and coordinate with IT or vendors for access issues and system-related requests.
• Collect and maintain PR metrics (e.g. events announcements protocol/operations activities) and prepare periodic dashboards and reports for management review.
• Recommend administrative improvements to reporting documentation and system usage; support basic user guidance/training on agreed PR tools and best practices when requested.
• Protocol & Event Coordination
• Support protocol arrangements for official visits and events including invitations guest lists seating plans approvals routing and coordination with internal teams and service providers (venues transport hospitality) as assigned.

Qualifications & Experience:

• Diploma or Bachelor’s degree in Business Administration Office Management or a related field.
• Minimum 3–5 years of experience in an administrative assistant/secretary role preferably supporting senior management.
• Experience coordinating meetings official correspondence and protocol/event logistics is an advantage.
• Strong organization prioritization and attention to detail.
• Proficiency in Microsoft Office (Word Excel PowerPoint Outlook) and document management practices; familiarity with PR monitoring/reporting tools is an advantage
• High level of professionalism discretion and ability to handle confidential information.
• Strong written and verbal communication skills for internal coordination; may communicate with external parties (vendors/partners) when required and authorized without media-facing/content production responsibilities.