Executive Assistant - Admissions & Marketing Support

About the role

Wellington College International Kenya, a co-educational day and boarding school opening in September 2028 in Tatu City for pupils aged 3-18, is hiring a full-time Executive Assistant for Admissions and Marketing. Reporting to the Head of Marketing and Admissions, the role coordinates the admissions process, follows up enquiries, manages records and supports family engagement, events, enrolment and referral programmes.

Key responsibilities

• Log new enquiries in Salesforce within 24 hours, keep family records accurate and track each family from enquiry to enrolment.
• Follow up every enquiry, application and visit request, send acknowledgement emails, chase outstanding actions and flag quiet families to the Head of Admissions and Marketing.
• Coordinate family meetings, Tatu City visits and admissions events, including scheduling, confirmations, reminders, welcome packs and outcome recording.
• Administer the Sales Agent Referral Scheme: record referrals, track them through application and deposit and prepare payment confirmations.
• Keep the admissions calendar, event RSVP lists and the Founding Family tracker up to date.
• Manage each family's application file: check forms, request missing documents (birth certificates, passports, school reports, references, medical forms) and confirm fees and deposits.
• Prepare and issue admissions correspondence such as offer letters, acceptance forms, waiting list letters and Founding Family confirmations.
• Ensure applicant files meet admissions policy and standards, including references and safeguarding checks, and handle data in line with the Kenya Data Protection Act 2019.
• Keep an audit trail of admissions decisions, offers and deposits, and track Founding Family place caps, fee discounts and scholarship deadlines.

Required profile

• Degree level or above.
• Recognized secretarial or administrative qualification beneficial but not essential.
• At least 4 years of experience supporting C-Suite management.
• Ability to work with little or no guidance, under pressure, and to handle confidential information with integrity.
• Desire to live and work in Kenya.

Required skills

• Excellent use of office software (MS Word, Excel, PowerPoint).
• Strong organization, time management and multitasking.
• Good written and verbal communication, attention to detail and negotiation skills.