Overview:
This role serves as the focal point of contact, ensuring seamless administrative support and event coordination. The position demands strong organisational skills, attention to detail, and professionalism.
Key Responsibilities:
1. Provide comprehensive administrative support.
2. Manage the diary, scheduling appointments and official engagements.
3. Draft speeches and provide research and background notes for engagements.
4. Ensure all information required for formal functions is obtained and accurately communicated.
5. Maintain protocols, including the safe handling of sensitive information.
6. Oversee media relations related events, drafting press releases and organizing photo calls.
7. Act as the primary contact for inquiries, ensuring professional communication and coordination.
8. Ensure that ceremonial events and civic functions, including welcoming VIPs, are planned and executed smoothly.
9. Lead in the planning, coordination, and execution of events, ensuring successful implementation.
10. Develop creative event themes and liaise with vendors, suppliers, and community stakeholders.
11. Manage event logistics, including set-up, execution, and post-event clearances.
12. Organise and participate in meetings related to event planning.
13. Execute public relations and promotional campaigns using various media channels, including social media and press releases.
14. Ensure effective budget management for events.
Administrative & General Duties:
1. Serve as front-of-house representative, assisting residents with inquiries and handling correspondence.
2. Answer telephone calls and manage email communications.
3. Update the social media pages and official noticeboards.
4. Assist in the production of newsletters.
5. Assist in the preparation of WTC meetings, including logging grant applications and ensuring documentation is in order.
6. Attend and support outside regular office hours when necessary.
Key Skills & Qualifications:
1. Strong administrative and organisational skills with the ability to manage multiple tasks effectively.
2. Excellent written and verbal communication skills, including public relations experience.
3. Proficiency in Microsoft Office Suite and experience managing social media accounts.
4. Ability to work independently and collaboratively within a team.
5. Experience in event planning and management.
6. Knowledge of civic protocols and an ability to maintain a professional demeanor.
7. Flexible and adaptable to working outside standard office hours as required.
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