Administrative Assistant – IFF Nairobi M/F at AGL- Africa Global Logistics
- @TrendyJobbers | HR Outsourcing
- Full-time
- Posted 1 hour ago
- Apply Before: August 20, 2026
- 0 Click(s)
- View(s) 9
Job Detail
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Job ID 1020863
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Experience 2 Years
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Qualifications Diploma
Job Description
Mission Description
- The Executive Assistant will provide high-level administrative, organizational, and coordination support to the Head of IFF Nairobi to ensure smooth running of day-to-day operations.
Executive Calendar & Meeting Management
- 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.
Reporting & Business Coordination
- 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.
Correspondence & Communication Management
- 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/external stakeholders.
Records & Document Management
- 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.
Office Administration
- 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.
Assignment Tracking & Follow-Up
- 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.
Confidentiality & Compliance
- Handle sensitive business information with the highest level of discretion and confidentiality.
- Maintain professional standards and comply with company policies and procedures.
General Administrative Support
- 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 times on internal events, conferences, speeches, social networks, and media.
Profile
- Bachelor’s Degree / Diploma in Business Administration, Management, Office Administration, or related field.
- Minimum 2 years of experience supporting senior management or executives.
- Experience in logistics, freight forwarding, supply chain, or a multinational environment is an added advantage.
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