Administrative Assistant – IFF (Nairobi)

About the role

The Administrative Assistant will support the Head of IFF and senior management in Nairobi, ensuring smooth day‑to‑day office operations and effective coordination of meetings, reports and communications.

Key responsibilities

• Manage the executive’s calendar, schedule appointments, arrange travel and coordinate internal and external meetings.
• Prepare meeting logistics, circulate agendas, record minutes and track action items.
• Collect, collate and consolidate reports, KPIs and statistics from department heads; produce weekly, monthly and ad‑hoc business reports.
• Support management reviews by creating presentations, dashboards and briefing materials.
• Handle incoming and outgoing correspondence, draft and proofread business documents, and act as liaison between the Head of IFF and stakeholders.
• Maintain physical and digital records, ensure version control, archiving and compliance with confidentiality requirements.
• Provide front‑office support, welcome visitors, manage office supplies and ensure the executive office is organized and ready.
• Track assignments and deliverables of direct reports, monitor progress and provide status updates to management.

Required profile

• Bachelor’s degree or diploma in Business Administration, Management, Office Administration or a related field.
• Minimum two years of experience supporting senior management or executives.
• Experience in logistics, freight forwarding, supply chain or a multinational environment is an advantage.
• Strong organizational abilities, attention to detail and capacity to handle confidential information.

Required skills