Executive Secretary (Manufacturing)

About the role

A manufacturing company based in Mlolongo, Kenya, is looking for an Executive Secretary to provide administrative and secretarial support to the Production Director and to coordinate the day-to-day administration of the factory office. The role covers managing the director's schedule, coordinating meetings, supporting office administration, keeping records and liaising with internal departments.

Key responsibilities

• Manage the Director's diary, appointments, official correspondence and follow up on meetings, communications and action items.
• Organise and coordinate meetings, prepare agendas, take minutes and follow up on agreed actions.
• Handle office reception and secretarial functions, keep records and prepare presentations, proposals, reports and other documentation for the Director.
• Coordinate and document production morning briefs and follow up with management on operational updates and outstanding actions.
• Coordinate factory HR administrative activities in liaison with Head Office.
• Oversee office support services, including supervision of cleaning and canteen staff, and manage office stationery, staff uniforms and other consumables.
• Carry out any other duties assigned by management.

Required profile

• Higher Diploma in Secretarial Studies, Business Administration or a related field.
• Previous experience as an Executive Secretary, Executive Assistant or Management Secretary.
• Experience supporting senior management in a manufacturing, automotive, engineering, heavy fabrication or industrial environment is preferred.
• Ability to manage multiple priorities while maintaining confidentiality and meeting deadlines.

Required skills

• Proficiency in Microsoft Word, Excel, PowerPoint and Outlook.
• Use of other office equipment.