Executive & Administration Assistant

Job Title: MANAGEMENT ASSISTANT Executive & Administration Assistant M/F Contract Type: FIXED TERM CONTRACT Job

Location

Africa, Kenya, NAIROBI Working Hours: Full time Mission Description: The role is responsible for ensuring efficient coordination of executive activities, effective communication with internal and external stakeholders, and smooth day-to-day administrative operations. The position requires a highly organized, proactive, and professional individual capable of handling confidential information, managing multiple priorities, and supporting a fast-growing business environment.

Key Responsibilities

• 1. Executive Support
• Manage executive calendars, appointments, and meeting schedules.
• Coordinate domestic and international travel arrangements, including visas, accommodation, transport, and itineraries.
• Prepare meeting agendas, presentations, minutes, and follow-up action trackers.
• Screen, prioritize, and manage executive correspondence and communications.
• Coordinate executive visits, customer meetings, and stakeholder engagements.
• Maintain confidential records and sensitive business information.
• 2. Administration & Office Management
• Support the day-to-day administration of the office.
• Coordinate office supplies, facilities management, and service providers.
• Assist in organizing company events, workshops, board meetings, and management meetings.
• Ensure proper filing and document management systems are maintained.
• Support procurement and administrative processes in line with company policies.
• 3. Communication & Coordination
• Serve as a liaison between executives, employees, customers, suppliers, and business partners.
• Coordinate internal communications and management announcements.
• Follow up on key actions arising from management meetings to ensure timely completion.
• Support preparation of reports, dashboards, and management presentations.
• 4. Governance & Compliance Support
• Assist in maintaining corporate records and statutory documentation.
• Support coordination of board and management meeting documentation.
• Ensure administrative activities comply with company policies and governance requirements. Profile:
• Bachelor's Degree in Business Administration, Management, Human Resources, Communications, or a related field.
• Minimum 3 to 5 years' experience in an Executive Assistant, Personal Assistant, Office Administrator, or similar role.
• Experience supporting senior executives or C-level management is highly desirable.
• Experience in logistics, transportation, supply chain, or multinational business environments will be an added advantage.
• Excellent organizational and planning skills.
• Strong verbal and written communication skills.
• High level of professionalism, discretion, and confidentiality.
• Strong interpersonal and stakeholder management abilities.
• Ability to work independently and manage multiple priorities.
• Strong presentation and report preparation skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Attention to detail and problem-solving capability