AGL- Africa Global Logistics

Role Overview

This position serves as the primary administrative partner to the Head of IFF Nairobi, ensuring the executive’s day-to-day operations run smoothly. The Executive Assistant takes ownership of scheduling, correspondence, reporting, and follow-ups, enabling the executive to focus on strategic priorities. By managing information flow and coordinating with internal teams and external stakeholders, this role directly supports the efficiency and effectiveness of the entire office.

Key Responsibilities

• Proactively manage the executive’s calendar, scheduling all appointments, internal and external meetings, and detailed travel arrangements. Prepare agendas and relevant materials in advance, and handle logistics for conference facilities and visitor needs.
• Capture meeting minutes, track action points, and follow up with participants to ensure commitments are completed on time. Provide regular status updates on outstanding items.
• Gather data and reports from section heads; compile and format weekly, monthly, quarterly, and ad-hoc business reports. Create dashboards, presentations, and briefing documents for management reviews.
• Act as a gatekeeper for all incoming and outgoing communications—emails, letters, phone calls, and official correspondence. Draft, proofread, and edit reports, executive briefs, minutes, and other business documents.
• Maintain an organized filing system for both physical and digital records. Enforce version control, ensure proper archiving, and monitor documents through approval workflows while upholding confidentiality and retention policies.
• Coordinate office administration tasks: welcome visitors and guests, keep the executive office and meeting rooms tidy and ready for use, and manage office supply orders as needed.
• Track assignments and deliverables delegated to direct reports (N-1 managers) on a weekly and monthly basis. Follow up with stakeholders to confirm progress and escalate delays when necessary.
• Handle sensitive business information with the highest discretion, always adhering to company policies. Remain flexible to support ad-hoc projects such as internal events, conferences, speeches, and social media coordination.

Requirements & Qualifications

• Bachelor’s degree or diploma in Business Administration, Management, Office Administration, or a related field.
• Minimum of two years of experience providing direct support to senior management or C‑level executives.
• Proven ability to manage competing priorities, work independently with minimal supervision, and adapt quickly to changing business needs.
• Strong written and verbal communication skills, with demonstrated experience drafting professional correspondence and documents.
• Advanced proficiency in Microsoft Office (Outlook, Excel, PowerPoint, Word) and familiarity with document management systems.
• Experience in logistics, freight forwarding, supply chain, or a multinational environment is considered a strong advantage.