Administrative Assistant

Job Summary

The Executive Assistant will provide high-level administrative, organizational, and coordination support to the Head of IFF Nairobi to ensure the smooth running of day-to-day operations. The role requires excellent organizational, communication, and time management skills to support executive activities, coordinate business operations, and maintain effective communication with internal and external stakeholders.

Key Responsibilities

• Manage and coordinate the executive's calendar, appointments, meetings, and travel arrangements.
• Schedule and organize internal and external meetings, ensuring timely circulation of agendas and meeting materials.
• Prepare meeting logistics, conference facilities, and visitor arrangements.
• Record, distribute, and monitor meeting action points and follow-up activities.
• Collect, collate, and consolidate information, reports, KPIs, and statistics from section heads.
• Prepare weekly, monthly, quarterly, and ad-hoc business reports.
• Support management reviews by preparing presentations, dashboards, and briefing materials.
• Track action items arising from management meetings and ensure timely closure.
• Handle incoming and outgoing correspondence, including emails, letters, phone calls, and official communications.
• Draft, proofread, and edit reports, presentations, business correspondence, minutes, and executive briefs.
• Act as a key liaison between the Head of IFF and internal and external stakeholders.
• Maintain and organize key business records, files, and documentation in both physical and digital formats.
• Ensure proper filing, version control, retrieval, and archiving of documents.
• Track documents submitted for approval and monitor progress until completion.
• Ensure compliance with document retention and confidentiality requirements.
• Attend to visitors, clients, customers, and employees professionally and courteously.
• Ensure proper housekeeping, organization, and readiness of the executive office and meeting facilities.
• Coordinate office supplies and administrative requirements as needed.
• Track assignments and deliverables assigned to direct reports (N-1 managers) on a weekly and monthly basis.
• Monitor progress of agreed actions and provide status updates to management.
• Follow up with stakeholders to ensure timely completion of tasks and commitments.
• Handle sensitive business information with the highest level of discretion and confidentiality.
• Maintain professional standards and comply with company policies and procedures.
• Manage competing priorities effectively and work independently with minimal supervision.
• Demonstrate flexibility in responding to changing business requirements and priorities.
• Undertake any other duties and responsibilities assigned from time to time on internal events, conferences, speeches, social networks, and media.

Educational Qualifications

• Bachelor's Degree or Diploma in Business Administration, Management, Office Administration, or a related field.

Experience

• Minimum of 2 years of experience supporting senior management or executives.
• Experience in logistics, freight forwarding, supply chain, or a multinational environment is an added advantage.

Required Skills and Competencies

• Excellent organizational and time management skills.
• Strong verbal and written communication skills.
• Ability to prepare reports, presentations, and executive correspondence.
• Strong coordination and follow-up skills.
• Proficiency in Microsoft Office applications.
• High level of integrity, professionalism, and confidentiality.
• Ability to work independently and manage multiple priorities.
• Strong interpersonal and stakeholder management skills.
• Attention to detail and accuracy in document management.
• Adaptability and flexibility in a dynamic work environment.

Skills Required:

• Sales / Marketing / Business / Management