Mission Description
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.
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.
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.