Administrative Officer/Personal Assistant

Administrative Officer/Personal Assistant

Direct Line Reporting: Managing Director / Executive Committee

Industry Sector: Manufacturing – Cleaning Chemicals, Hygiene & Sanitation Products

Gross Salary Structure: Kshs. 30,000 - 35,000

Location: Nairobi

Position Context

We are seeking a highly organized, systematically minded Administrative Officer/Personal Assistant to anchor the operational workflow and high-level corporate backing of our executive office in Nairobi. Your primary focus will be to manage day-to-day office systems, ensuring fluid corporate communication, well-maintained file registries, and efficient workplace logistics. This position bridges sensitive executive scheduling with essential financial and procurement support; you will handle confidential client data, reconcile petty cash accounts, and coordinate external vendor files. The role demands a reliable, proactive individual who can multi-task under fixed project deadlines while keeping front-office interactions polished and professional.

Operational Functions

Executive Backing & Schedule Logistics

• Command the high-level planning of executive calendars, arranging corporate appointments, board reviews, and regional travel paths.
• Draft precise business letters, technical briefs, visual slide presentations, and formal meeting logs for executive review.
• Filter inbound phone communications, corporate emails, and high-profile visitors, resolving minor requests independently.
• Coordinate action items and follow-ups across corporate units to ensure projects stay on their planned execution tracks.

Office Management & Document Control

• Oversee day-to-day workplace operations to guarantee a clean, productive, and highly organized physical office workspace.
• Build and preserve secure digital and physical archiving networks, keeping confidential records readily retrievable.
• Monitor office consumable volumes, supervising utility usage and coordinating with service technicians to keep equipment running.
• Plan and run internal corporate milestones, staff celebrations, and broad corporate informational briefings.

Financial Audits & Sourcing Support

• Track the daily allocation of petty cash, processing workplace invoices and checking administrative balances against company guidelines.
• Run early-stage procurement workflows, compiling purchase requests, vetting raw supplier quotes, and logging delivery dates.
• Document transaction histories and supplier data systematically to give internal accounting teams clear records for audit prep.
• Coordinate with regional utility vendors, facility service agencies, and supply channels on administrative contracts.

Process Optimization & Quality Governance

• Monitor administrative steps regularly, introducing simple layout edits or technical tracking fixes to cut office waste.
• Enforce total compliance with institutional privacy protocols, keeping corporate frameworks well-protected.
• Carry out supplementary operational duties assigned by executive leadership to support changing business goals.

Applicant Benchmarks

Minimum Entry Criteria

• Academic Foundation: Diploma or Bachelor’s Degree in Business Administration, Office Management, Procurement, Finance, Accounting, or a related commercial discipline.
• Support Longevity: Minimum of 2 years of progressive experience in corporate administration, executive assistant roles, office management, or premium client services.
• Software Competence: High proficiency using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Prior exposure to ERP frameworks or bookkeeping systems is a distinct advantage.
• Technical Asset: A functional educational background or early career exposure within Finance, Bookkeeping, or a busy industrial Manufacturing environment is highly desirable.

Functional Competencies

• Systematic Precision: Strong document classification, record-keeping, and business-writing capabilities with high attention to minor data details.
• Diplomatic Poise: Polished interpersonal communication traits, with the capacity to interface comfortably with both factory staff and executive clients.
• Task Agility: Outstanding time-management and multi-tasking abilities to handle changing executive requirements calmly.

Perks & Environment

• Cross-Functional Visibility: Work closely with the core executive committee, gaining deep, high-level insight into industrial production business models.
• Diverse Skill Building: Expand your professional profile by combining classic executive assistance with practical corporate finance and procurement management.
• Stable Industry Footprint: Anchor your career within a fundamentally resilient, fast-growing hygiene and sanitation manufacturing brand.

Way to Apply

Kindly submit your updated resume, ensuring the exact job title is utilized in your email subject line. Review of candidate profiles will begin immediately.