- JOB TITLE: ASSISTANT TO THE PRINCIPAL PRIVATE SECRETARY
OVERVIEW
We are seeking a dedicated and highly skilled individual to assist the Principal Private Secretary of a dignitary in their daily operations. This role involves managing communication, coordinating schedules, and ensuring the smooth functioning of multiple tasks while maintaining confidentiality and discretion.
KEY RESPONSIBILITIES
• Administrative Support: Handle all secretarial tasks, including filing, record-keeping, and maintaining up-to-date databases. Ensure all administrative processes run smoothly.
• Communication Management: Screen and prioritize communications, including emails, phone calls, and correspondence. Draft, edit, and proofread documents and reports.
• Schedule Coordination: Organize and maintain the dignitary’s calendar, including meetings, appointments, and events. Ensure timely reminders and efficient time management.
• Project Management: Oversee various projects and initiatives, ensuring deadlines are met. Assist in research and preparation for special projects.
• Public Relations (PR): Manage relationships with external stakeholders, ensuring accurate representation and communication of the dignitary’s vision and initiatives.
• Confidentiality & Discretion: Uphold a high level of integrity, maintaining confidentiality regarding sensitive information and interactions.
• Event Coordination: Assist in planning and organizing events, meetings, and appearances, ensuring all logistical details are taken care of.
REQUIRED SKILLS AND ATTRIBUTES
• Superior Secretarial and Administration Skills: Strong organizational skills, attention to detail, and the ability to multitask.
• Excellent Writing and Editing Skills: Ability to create clear and compelling documents.
• Exceptional Verbal Communication Skills: Strong ability to articulate ideas clearly and effectively.
• Outstanding Command of the English Language: Proficiency in grammar, style, and tone and effectively communicate with various stakeholders.
• Good communication skills in Luganda: Proficiency in written and verbal skills.
• Strong IT Skills: Proficient in various software applications, including office suites and project management tools.
• Project Management Experience: Proven experience in overseeing complex projects from conception to completion.
• People Person: A friendly, approachable demeanor with strong interpersonal skills.
• Personable & Professional: Ability to interact positively with diverse individuals, maintaining professionalism at all times.
• High Integrity: Commitment to ethical standards and confidentiality.
• High Sense of Discretion: Ability to handle sensitive information with care and judgment.
• Flexibility & Adaptability: Willingness to adjust to changing priorities and unexpected challenges.
• Proactive Attitude: Anticipate the needs of the leader and take initiative to address them.
DESIRED EXPERIENCE
• Educational Background: Bachelor’s degree in communication, business administration, or related field preferred.
• Work Experience: Previous experience supporting high-level executives or leaders in a similar capacity is a plus.
• Cultural Awareness: Understanding of diverse cultures and the ability to interact respectfully and effectively with individuals from various backgrounds.
This role provides a unique opportunity to work closely with a dignitary, contributing to impactful initiatives in a dynamic environment. - JOB TITLE: COMMUNICATIONS ADMINISTRATOR
JOB SUMMARY
We are seeking an experienced Communications Administrator to work closely with a dignitary. The ideal candidate will be responsible for managing and overseeing both internal and external communication strategies, ensuring that all communications reflect the organization’s values and objectives. The role demands a proactive, detail-oriented professional who can navigate complex communication landscapes with discretion and integrity.
KEY RESPONSIBILITIES
• Developing Communication Policies: Establish and implement guidelines for effective communication within the organization and with external stakeholders to ensure clarity and consistency.
• Managing Media Relations: Serve as the primary point of contact for media inquiries and develop compelling press releases and other media materials to promote the individual’s and organization’s initiatives.
• Coordinating Internal Communications: Design and execute internal communication strategies to keep employees informed about company news, policies, and organizational changes.
• Overseeing Digital Communications: Manage the organization’s website, social media channels, and other digital platforms, ensuring content is engaging, up-to-date, and aligned with communication objectives.
• Crisis Communication: Develop and implement effective communication strategies during emergencies or crises, ensuring timely and accurate information dissemination.
• Evaluating Communication Effectiveness: Analyse communication strategies through feedback and data, recommending improvements to enhance overall effectiveness.
SKILLS AND ATTRIBUTES NEEDED
• Excellent writing and editing skills with a keen eye for detail.
• Outstanding verbal communication skills, capable of articulating Messages clearly and persuasively.
• Proficient command of the English language; additional languages are a plus.
• Strong public relations skills with a track record of successful media engagement.
• Advanced IT skills, including proficiency in digital communication tools and platforms.
• Proven project management experience, with the ability to manage multiple priorities and deadlines effectively.
• Ability to develop and create engaging publicity materials, including brochures, newsletters, and social media content.
• Strong interpersonal skills; a people person who can build relationships with diverse stakeholders.
• Personable demeanour with the ability to connect with individuals at all levels of the organization.
• High integrity and discretion, especially when handling sensitive information
• Strong analytical skills to assess communication strategies and their impact.
• Flexibility and adaptability in a fast-paced environment:
• Experience working with high-profile individuals or in high-stakes situations is preferred.
• Communicating (verbal & written) in the Luganda language would be a big plus.
QUALIFICATIONS
• Bachelor’s degree in Communications, Public Relations, Journalism, or a related field.
• Minimum of 5 years of experience in communications, public relations, or a related role.
• Experience in crisis communication and media management is highly desirable.
HOW TO APPLY: Interested individuals may send their applications, including application letter, CV and copies of academic documents to careers@donswift.co.ug or call: 0755930386
Application Deadline: 12th February 2025
Only shortlisted candidates will be contacted.