Position Title: Communications and Marketing Officer

(Secretary to the Director/Assistant Director, and Alumni Secretariat)

Department: Administration, Admissions, and Alumni Affairs

Reports To: School Director, School Assistant Director, Upper Administrators, Admissions Team

Employment Status: Full-Time

Job Summary

The Communications and Marketing Officer, who also functions as Secretary to the Director/Assistant Director and Alumni Secretariat, is responsible for managing the school’s internal and external communications, providing administrative and clerical support to the department, and coordinating alumni relations and engagement. The position ensures efficient information dissemination, organized documentation, and strengthened school branding and alumni connections through strategic communication and creative design.

Duties and Responsibilities

1. Communications and Public Information

• Draft, edit, and disseminate official communications such as memoranda, announcements, and advisories
• Manage and regularly update the school’s social media platforms (e.g., Facebook, Instagram)
• Coordinate with academic and non-academic units for content development
• Ensure accuracy, consistency, and timeliness of all communications
• Respond to inquiries from stakeholders (phone, text, and email inquiries)

2. Creative Design and Branding

• Conceptualize and design communication materials such as:
• Posters, tarpaulins, certificates, invitations, and social media graphics
• Ensure compliance with the school’s branding guidelines
• Support campaigns for enrollment, school events, and institutional promotions
• Maintain an organized repository of design templates and materials

3. Administrative and Secretarial Functions

• Provide administrative support to the school director and assistant director
• Prepare meeting agendas, minutes, and reports, as needed
• Manage records, files, and official documents
• Handle correspondence, including emails and formal letters
• Schedule meetings, appointments, and school activities
• Monitor deadlines and submission of reports and requirements

4. Alumni Relations and Secretariat Functions

• Serve as Secretariat to the Alumni Office/Association
• Maintain and regularly update the alumni database
• Prepare and disseminate alumni communications (announcements, newsletters, invitations, surveys)
• Assist in organizing alumni events (e.g., homecomings, reunions, outreach activities, meetings, sportsfest, etc.)
• Coordinate with alumni officers and stakeholders
• Document alumni engagements and prepare reports
• Support alumni-related projects, partnerships, and fundraising initiatives
• Prepare and distribute alumni cards

5. Events and Program Support

• Assist in planning and execution of school programs and events
• Prepare communication and promotional materials
• Coordinate event logistics and stakeholder communication
• Ensure proper documentation of activities (photos, reports, and summaries)

6. Monitoring and Reporting

• Track engagement and performance of communication platforms
• Maintain records of communications, events, and alumni activities
• Prepare periodic reports for administration review
• Recommend improvements to communication strategies

7. Other Duties

• Uphold the confidentiality of sensitive school and alumni information
• Perform other related tasks as may be assigned by the School Head or authorized personnel

Qualifications

• Bachelor’s degree in Communication, Marketing, Business Administration, Office Administration, or related field
• Relevant experience in communications, administrative work, or alumni relations is an advantage

Skills and Competencies

• Proficiency in design tools (e.g., Canva, Adobe Photoshop)
• Excellent written and verbal communication skills
• Strong organizational and time-management abilities
• Records and database management skills
• Creativity and attention to detail
• Interpersonal and coordination skills
• Ability to multitask and meet deadlines

Working Conditions

• Office-based with occasional fieldwork during events
• May require extended hours during peak school activities (e.g., enrollment, major events, alumni homecomings)

Performance Indicators (KPIs)

• Timeliness and accuracy of communications released
• Quality and consistency of design outputs
• Organization and completeness of records and documentation
• Engagement metrics on communication platforms
• Successful execution and documentation of events
• Alumni database accuracy and engagement level