Executive Assistant

About the role

A client of Summit Recruitment & Search is looking for a highly organized and proactive Executive Assistant in Nairobi to support operational excellence and ensure smooth office management. The role suits someone who is detail-oriented, anticipates office needs and provides confidential, professional administrative support to executives.

Key responsibilities

• Manage the office and reception area, welcome visitors and maintain a professional environment.
• Operate the switchboard, direct calls and take messages.
• Receive, log and distribute letters, packages and documents, keeping records.
• Coordinate travel itineraries, book accommodation and process expense claims.
• Schedule meetings, book rooms and plan refreshments.
• Support executives with memoranda, minutes and filing of company documents.
• Maintain electronic and hard-copy filing systems with proper access control and confidentiality.
• Liaise with and supervise cleaning and maintenance teams.
• Monitor office supplies, prepare budgets and restock, and keep equipment maintained.
• Submit monthly administrative reports and keep registration documents, permits, licenses and insurance policies compliant.
• Manage kitchen consumables and stationery, and follow office SOPs and authority charts.

Required profile

• Bachelor's degree in Business Management, Social Sciences or a related field.
• At least 2 years' experience in an administrative role in a formal office.
• Experience in travel planning, itinerary management, expense claims and accommodation arrangements.
• Excellent verbal and written communication and strong organization.

Required skills

• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Knowledge of office management procedures, reception, switchboard operation and office supplies management.
• Discretion with sensitive information.