{"id":103109,"date":"2026-07-22T10:05:10","date_gmt":"2026-07-22T10:05:10","guid":{"rendered":"https:\/\/jobs.dataaxisnode.com\/kenya\/uncategorized\/administrative-assistant-iff-nairobi-m-f\/"},"modified":"2026-07-22T10:05:10","modified_gmt":"2026-07-22T10:05:10","slug":"administrative-assistant-iff-nairobi-m-f","status":"publish","type":"post","link":"https:\/\/jobs.dataaxisnode.com\/kenya\/jobs\/nairobi\/administrative-assistant-iff-nairobi-m-f\/","title":{"rendered":"Administrative Assistant &#8211; IFF Nairobi M\/F"},"content":{"rendered":"<p><script type=\"application\/ld+json\">{\"@context\": \"https:\/\/schema.org\/\", \"@type\": \"JobPosting\", \"title\": \"Administrative Assistant - IFF Nairobi M\/F\", \"description\": \"Mission Description\\nThe Executive Assistant will provide high-level administrative, organizational, and coordination support to the Head of IFF Nairobi to ensure smooth running of day-to-day operations.\\nExecutive Calendar & Meeting Management\\nManage and coordinate the executive's calendar, appointments, meetings, and travel arrangements.\\nSchedule and organize internal and external meetings, ensuring timely circulation of agendas and meeting materials.\\nPrepare meeting logistics, conference facilities, and visitor arrangements.\\nRecord, distribute, and monitor meeting action points and follow-up activities.\\nReporting & Business Coordination\\nCollect, collate, and consolidate information, reports, KPIs, and statistics from section heads.\\nPrepare weekly, monthly, quarterly, and ad-hoc business reports.\\nSupport management reviews by preparing presentations, dashboards, and briefing materials.\\nTrack action items arising from management meetings and ensure timely closure.\\nCorrespondence & Communication Management\\nHandle incoming and outgoing correspondence, including emails, letters, phone calls, and official communications.\\nDraft, proofread, and edit reports, presentations, business correspondence, minutes, and executive briefs.\\nAct as a key liaison between the Head of IFF and internal\/external stakeholders.\\nRecords & Document Management\\nMaintain and organize key business records, files, and documentation in both physical and digital formats.\\nEnsure proper filing, version control, retrieval, and archiving of documents.\\nTrack documents submitted for approval and monitor progress until completion.\\nEnsure compliance with document retention and confidentiality requirements.\\nOffice Administration\\nAttend to visitors, clients, customers, and employees professionally and courteously.\\nEnsure proper housekeeping, organization, and readiness of the executive office and meeting facilities.\\nCoordinate office supplies and administrative requirements as needed.\\nAssignment Tracking & Follow-Up\\nTrack assignments and deliverables assigned to direct reports N-1 managers on a weekly and monthly basis.\\nMonitor progress of agreed actions and provide status updates to management.\\nFollow up with stakeholders to ensure timely completion of tasks and commitments.\\nConfidentiality & Compliance\\nHandle sensitive business information with the highest level of discretion and confidentiality.\\nMaintain professional standards and comply with company policies and procedures.\\nGeneral Administrative Support\\nManage competing priorities effectively and work independently with minimal supervision.\\nDemonstrate flexibility in responding to changing business requirements and priorities.\\nUndertake any other duties and responsibilities assigned from time to times on internal events, conferences, speeches, social networks, and media.\\nProfile\\nBachelor's Degree \/ Diploma in Business Administration, Management, Office Administration, or related field.\\nMinimum 2 years of experience supporting senior management or executives.\\nExperience in logistics, freight forwarding, supply chain, or a multinational environment is an added advantage.\", \"datePosted\": \"2026-07-22\", \"hiringOrganization\": {\"@type\": \"Organization\", \"name\": \"AGL- Africa Global Logistics\"}, \"jobLocation\": {\"@type\": \"Place\", \"address\": {\"@type\": \"PostalAddress\", \"addressLocality\": \"Nairobi\", \"addressCountry\": \"KE\"}}, \"directApply\": true, \"validThrough\": \"2026-08-05T23:59:59\", \"employmentType\": \"FULL_TIME\"}<\/script><\/p>\n<p><strong>Company:<\/strong> AGL- Africa Global Logistics<\/p>\n<p><strong>Location:<\/strong> Nairobi<\/p>\n<p><strong>Job Type:<\/strong> Full Time<\/p>\n<p><strong>Apply Before:<\/strong> 2026-08-05<\/p>\n<h3>Job Description<\/h3>\n<p>Mission Description<br \/>The Executive Assistant will provide high-level administrative, organizational, and coordination support to the Head of IFF Nairobi to ensure smooth running of day-to-day operations.<br \/>Executive Calendar &#038; Meeting Management<br \/>Manage and coordinate the executive&#8217;s calendar, appointments, meetings, and travel arrangements.<br \/>Schedule and organize internal and external meetings, ensuring timely circulation of agendas and meeting materials.<br \/>Prepare meeting logistics, conference facilities, and visitor arrangements.<br \/>Record, distribute, and monitor meeting action points and follow-up activities.<br \/>Reporting &#038; Business Coordination<br \/>Collect, collate, and consolidate information, reports, KPIs, and statistics from section heads.<br \/>Prepare weekly, monthly, quarterly, and ad-hoc business reports.<br \/>Support management reviews by preparing presentations, dashboards, and briefing materials.<br \/>Track action items arising from management meetings and ensure timely closure.<br \/>Correspondence &#038; Communication Management<br \/>Handle incoming and outgoing correspondence, including emails, letters, phone calls, and official communications.<br \/>Draft, proofread, and edit reports, presentations, business correspondence, minutes, and executive briefs.<br \/>Act as a key liaison between the Head of IFF and internal\/external stakeholders.<br \/>Records &#038; Document Management<br \/>Maintain and organize key business records, files, and documentation in both physical and digital formats.<br \/>Ensure proper filing, version control, retrieval, and archiving of documents.<br \/>Track documents submitted for approval and monitor progress until completion.<br \/>Ensure compliance with document retention and confidentiality requirements.<br \/>Office Administration<br \/>Attend to visitors, clients, customers, and employees professionally and courteously.<br \/>Ensure proper housekeeping, organization, and readiness of the executive office and meeting facilities.<br \/>Coordinate office supplies and administrative requirements as needed.<br \/>Assignment Tracking &#038; Follow-Up<br \/>Track assignments and deliverables assigned to direct reports N-1 managers on a weekly and monthly basis.<br \/>Monitor progress of agreed actions and provide status updates to management.<br \/>Follow up with stakeholders to ensure timely completion of tasks and commitments.<br \/>Confidentiality &#038; Compliance<br \/>Handle sensitive business information with the highest level of discretion and confidentiality.<br \/>Maintain professional standards and comply with company policies and procedures.<br \/>General Administrative Support<br \/>Manage competing priorities effectively and work independently with minimal supervision.<br \/>Demonstrate flexibility in responding to changing business requirements and priorities.<br \/>Undertake any other duties and responsibilities assigned from time to times on internal events, conferences, speeches, social networks, and media.<br \/>Profile<br \/>Bachelor&#8217;s Degree \/ Diploma in Business Administration, Management, Office Administration, or related field.<br \/>Minimum 2 years of experience supporting senior management or executives.<br \/>Experience in logistics, freight forwarding, supply chain, or a multinational environment is an added advantage.<\/p>\n<h3>How to Apply<\/h3>\n<p>Interested and qualified? Go to AGL- Africa Global Logistics on acareerbyagl.talent-soft.com to apply<br \/>Build your CV for free. Download in different templates.<\/p>\n<p><a href=\"https:\/\/www.myjobmag.co.ke\/apply-now\/1285341\" target=\"_blank\" rel=\"noopener\" style=\"display:inline-block;padding:10px 20px;background:#2271b1;color:#fff;text-decoration:none;border-radius:4px;\">Apply Now<\/a><\/p>\n<p><small>Source: MyJobMag<\/small><\/p>\n<p><!-- job-expiry: 2026-08-05 --><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Company: AGL- Africa Global Logistics Location: Nairobi Job Type: Full Time Apply Before: 2026-08-05 Job Description Mission DescriptionThe Executive Assistant will provide high-level administrative, organizational, and coordination support to the Head of IFF Nairobi to ensure smooth running of day-to-day operations.Executive Calendar &#038; Meeting ManagementManage and coordinate the executive&#8217;s calendar, appointments, meetings, and travel arrangements.Schedule [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[1408,1409],"tags":[1573,1425,1413,1412],"class_list":["post-103109","post","type-post","status-publish","format-standard","hentry","category-jobs","category-nairobi","tag-agl-africa-global-logistics","tag-full-time","tag-job-listing","tag-myjobmag"],"_links":{"self":[{"href":"https:\/\/jobs.dataaxisnode.com\/kenya\/wp-json\/wp\/v2\/posts\/103109","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/jobs.dataaxisnode.com\/kenya\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/jobs.dataaxisnode.com\/kenya\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/jobs.dataaxisnode.com\/kenya\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/jobs.dataaxisnode.com\/kenya\/wp-json\/wp\/v2\/comments?post=103109"}],"version-history":[{"count":0,"href":"https:\/\/jobs.dataaxisnode.com\/kenya\/wp-json\/wp\/v2\/posts\/103109\/revisions"}],"wp:attachment":[{"href":"https:\/\/jobs.dataaxisnode.com\/kenya\/wp-json\/wp\/v2\/media?parent=103109"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/jobs.dataaxisnode.com\/kenya\/wp-json\/wp\/v2\/categories?post=103109"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/jobs.dataaxisnode.com\/kenya\/wp-json\/wp\/v2\/tags?post=103109"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}