# Administrative Assistant - IFF Nairobi M/F Canonical URL: https://primejobalerts.com/jobs/administrative-assistant-iff-nairobi-mf Company: Africa Global Logistics Kenya Category: Manufacturing, Transport & Logistics Location: Kenya, Mombasa Work type: Full-time Work arrangement: On-site Published: 2026-07-24 Expires: 2026-07-31 ## Job Description Profile - Bachelor's Degree / Diploma in Business Administration, Management, Office Administration, or related field. - Minimum 2 years of experience supporting senior management or executives. - Experience in logistics, freight forwarding, supply chain, or a multinational environment is an added advantage. Requirements Executive Calendar & Meeting Management - Manage and coordinate the executive's calendar, appointments, meetings, and travel arrangements. - Schedule and organize internal and external meetings, ensuring timely circulation of agendas and meeting materials. - Prepare meeting logistics, conference facilities, and visitor arrangements. - Record, distribute, and monitor meeting action points and follow-up activities. Reporting & Business Coordination - Collect, collate, and consolidate information, reports, KPIs, and statistics from section heads. - Prepare weekly, monthly, quarterly, and ad-hoc business reports. - Support management reviews by preparing presentations, dashboards, and briefing materials. - Track action items arising from management meetings and ensure timely closure. Correspondence & Communication Management - Handle incoming and outgoing correspondence, including emails, letters, phone calls, and official communications. - Draft, proofread, and edit reports, presentations, business correspondence, minutes, and executive briefs. - Act as a key liaison between the Head of IFF and internal/external stakeholders. Records & Document Management - Maintain and organize key business records, files, and documentation in both physical and digital formats. - Ensure proper filing, version control, retrieval, and archiving of documents. - Track documents submitted for approval and monitor progress until completion. - Ensure compliance with document retention and confidentiality requirements. Office Administration - Attend to visitors, clients, customers, and employees professionally and courteously. - Ensure proper housekeeping, organization, and readiness of the executive office and meeting facilities. - Coordinate office supplies and administrative requirements as needed. Assignment Tracking & Follow-Up - Track assignments and deliverables assigned to direct reports (N-1 managers) on a weekly and monthly basis. - Monitor progress of agreed actions and provide status updates to management. - Follow up with stakeholders to ensure timely completion of tasks and commitments. Confidentiality & Compliance - Handle sensitive business information with the highest level of discretion and confidentiality. - Maintain professional standards and comply with company policies and procedures. General Administrative Support - Manage competing priorities effectively and work independently with minimal supervision. - Demonstrate flexibility in responding to changing business requirements and priorities. - Undertake any other duties and responsibilities assigned from time to times on internal events, conferences, speeches, social networks, and media. ## Requirements Education: Bachelor's degree Experience: 2 years Languages: English ## Apply Use the canonical Prime Job Alerts page for full application instructions and source verification.