Administrative Assistant - IFF Nairobi

About the role

The Administrative Assistant will support the Head of IFF and senior management at Africa Global Logistics Kenya. This role ensures smooth office operations, manages executive schedules, and facilitates effective communication across the organization.

Key responsibilities

• Manage the executive’s calendar, appointments, meetings and travel arrangements.
• Prepare meeting logistics, circulate agendas, record minutes and follow‑up on action items.
• Collect, consolidate and present reports, KPIs and business dashboards for management reviews.
• Handle incoming and outgoing correspondence, draft reports, presentations and executive briefs.
• Maintain physical and digital filing systems, ensure version control and document confidentiality.
• Welcome visitors, coordinate office supplies and ensure the executive office is organized and ready.
• Track assignments and deliverables of direct reports, monitor progress and provide status updates.

Required profile

• Bachelor’s degree or diploma in Business Administration, Management, Office Administration or a related field.
• Minimum 2 years of experience supporting senior executives.
• Experience in logistics, freight forwarding, supply‑chain or a multinational environment is an advantage.
• Strong attention to detail, confidentiality and ability to work under pressure.

Required skills

• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint).
• Calendar and meeting coordination.
• Document management and filing systems.
• Effective written communication and proofreading.