Administration Assistant

Administration Assistant — Kiambu, Kenya | Full-Time, On-Site | Monthly Gross Salary: KSh 40,000

Role Overview

This position is the operational backbone of a busy Kiambu office, keeping the front desk, the filing systems, the utility accounts and the vendor relationships all moving in step. The person in this seat works shoulders-to-shoulders with senior management, protecting their time by owning the calendars, the correspondence and the meeting logistics that would otherwise land on an executive's desk. It is a role for someone who notices what is about to run out or break down — and fixes it before anyone else has to ask.

Key Responsibilities

• Anchor daily front-office activity, including reception coverage, visitor handling, security routines and keeping the premises clean, organised and presentable at all times.
• Monitor stock levels for stationery, kitchen supplies and office equipment, raising orders early enough to avoid operational interruptions, and keep the asset register accurate.
• Act as the standing point of contact for the property landlord, utility providers and technical maintenance contractors — logging faults, chasing progress and confirming work is completed properly.
• Maintain executive diaries, arrange internal and external meetings, reserve meeting rooms and prepare the materials and refreshments those sessions require.
• Screen incoming calls, monitor the central office mailbox, and manage the dispatch and receipt of official post and courier items.
• Keep both the physical filing archive and the digital document repositories structured and current, so that records can be located quickly and are audit-ready.
• Track day-to-day office spending, review recurring utility invoices and prepare vendor payment requests for management approval.
• Draft internal notices, executive correspondence, meeting minutes and routine administrative reports, and support new joiners through workstation allocation, IT equipment handover and policy orientation.

Requirements & Qualifications

• Bachelor's degree in Business Administration, Management or a closely related discipline.
• A minimum of five years of continuous, hands-on experience in office administration, facilities coordination or executive support.
• Advanced proficiency with Microsoft Word, Excel, PowerPoint and Outlook, together with confidence using modern cloud-based administrative and record-keeping platforms.
• Excellent spoken and written English, sufficient for drafting formal correspondence and dealing with executives, suppliers and staff at all levels.
• Demonstrated ability to run several workstreams at once, prioritise sensibly and keep records accurate down to the small details.
• A proactive, resourceful approach to solving facility problems and tightening administrative processes without needing to be directed.
• Availability to work full time on-site at the Kiambu office.

What This Role Offers

• A monthly gross salary of KSh 40,000.
• Full-time, on-site employment based in Kiambu, Kenya.
• A direct reporting line into senior management, with visibility across office operations, facilities and executive workflow.