Business Support Assistant – Corporate Communications Full Time NEW

Job Description
Reporting to the Team Lead, Corporate Communications, the Business Support Assistant provides operational, coordination and communications support to facilitate the effective delivery of the Unit’s programmes, campaigns, stakeholder activities and day-to-day priorities.

The position supports the coordination of communications activities, content production, events, stakeholder engagements, records, schedules and related administrative processes. The role serves as an important link between the Corporate Communications Unit and internal and external stakeholders, ensuring that information, materials, logistics and follow-up actions are coordinated efficiently.

The position requires a highly organised and proactive individual with strong communication skills who can support content and campaign activities, coordinate meetings and events, maintain accurate records, assist with communications materials and provide timely follow-up on assignments.

While the role includes administrative and business-support functions, its primary purpose is to enable the effective execution of the Corporate Communications Unit’s objectives.

Key and Critical Responsibilities
1. Communications & Content Support

Provide day-to-day support for the development and coordination of communications and marketing activities.
Assist with the preparation, formatting and distribution of communications materials, presentations, reports, briefs and other content.
Support the collection of information, photographs, statistics, programme updates and other materials required for communications activities.
Assist with content preparation for websites, social media, newsletters, presentations and other communication channels.
Maintain an organised repository of communications materials, photographs, videos, media assets and related resources.
Assist with proofreading and quality-checking communications materials for accuracy, consistency and completeness.
Support the coordination and tracking of content requests and deliverables.

2. Campaign & Project Support

Provide coordination support for communications, marketing, public-awareness and stakeholder initiatives.
Assist with campaign schedules, content calendars, activity trackers and other planning tools.
Coordinate follow-up actions arising from communications projects and meetings.
Assist in tracking project deliverables, deadlines and outstanding actions.
Support the preparation of campaign and project documentation.
Liaise with internal teams and external service providers to support the timely completion of assigned activities.

3. Stakeholder Engagement

Provide logistical and coordination support for events, launches, exhibitions, consultations, meetings and stakeholder engagements.
Assist with invitations, attendance lists, programmes, briefing materials, signage, presentations and other event requirements.
Support registration, venue coordination and on-site arrangements where required.
Assist with stakeholder communications and follow-up before and after engagements.
Maintain records of events, meetings, stakeholder contacts and related activities.
Support the collection of photographs, attendance information and other materials for post-event communications.

4. Digital & Multimedia Support

Assist with the collection and organisation of photographs, video footage and other digital assets.
Support basic content preparation for social media and digital platforms.
Assist with scheduling and coordinating approved content across relevant platforms.
Support the development of simple graphics, presentations and visual materials using Canva or similar tools.
Assist with basic video and multimedia content preparation where required.
Maintain organised digital files and content libraries.

5. Business & Administrative Support

Coordinate meetings, appointments and internal communications for the Unit.
Prepare meeting agendas, minutes, action lists and follow-up records as required.
Maintain accurate records, databases, contact lists and activity trackers.
Assist with correspondence, document preparation and routine reporting.
Coordinate the circulation and retrieval of documents and information.
Assist with procurement, quotations, invoices, requisitions and other business-support processes in accordance with established procedures.
Maintain calendars, schedules and workflow trackers for the Unit.
Provide general operational support to facilitate the efficient functioning of the Corporate Communications & Marketing Unit.

6. Reporting & Records

Maintain accurate records of communications activities, campaigns, events, media engagements and stakeholder activities.
Assist with the preparation of activity reports, statistics and performance information.
Compile information required for management reports and presentations.
Monitor outstanding actions and provide timely reminders and follow-up.
Maintain organised physical and electronic records in accordance with organisational requirements.

7. General

Provide responsive support to the Team Lead and members of the Corporate Communications Unit.
Work collaboratively with internal departments and external stakeholders.
Maintain confidentiality and exercise appropriate judgement in handling organisational information.
Perform other related duties as required.

Key Competencies
Knowledge and Experience

Minimum of 1 to 2 years’ experience in business support, communications, marketing, administration, customer service or a related field.
Experience supporting a communications, marketing, public relations or corporate environment would be an asset.
Strong organisational and coordination skills.
Good written and verbal communication skills.
Ability to prepare, format and proofread professional documents.
Experience coordinating meetings, events, projects or stakeholder activities.
Good working knowledge of Microsoft Office or equivalent productivity tools.
Familiarity with social media and digital communications platforms.
Basic knowledge of Canva or similar content-creation tools would be an asset.
Ability to maintain accurate records and manage multiple tasks.
Strong attention to detail and follow-through.
Ability to work independently and collaboratively.
Ability to manage competing priorities and meet deadlines.
Professional, courteous and service-oriented approach.

Education / Accomplishments

5 CXC OLevels passes, including Mathematics and English.
Secretarial or Administrative Professional Certification would be considered an asset
An Associate’s Degree in Management or Business Administration would be an asset.