Executive Administrator Job in Kenya

Job Vacancy: Executive Administrator

About the Client: Our client provides Technology Solutions.

Job Purpose: The role provides administrative support to the Directors in their management of the business.

This includes PA support to the Managing Director/CEO, support of event logistics, and general office administration.

As a member of a small team, the Executive Administrator will hold a central role in the company undertaking a range of duties, these are listed below.

Director Administration

  • Support diary management for the Directors.
  • Research, organize and book travel arrangements for the Directors, preparing accompanying travel documents, meeting papers and other relevant information
  • Provide administrative support to Directors ahead of meetings and events; producing information, photocopying and other required tasks.
  • Recording, transcribing, and distributing notes/minutes of meetings

Operations and Logistics

  • Support Line of Business and Project Managers on event/project logistics.
  • Provide support to produce materials for workshops and events, including formatted documents compiled in well-presented workshop packs, presentations and supporting materials.

Office management

  • Support offices administration, including maintenance of premises and management of external suppliers.
  • General office management, including undertaking the following tasks:
    o answering the phone and being a first point of contact for enquiries
    o stock control and ordering of odd slot office materials
    o dealing with mail and routine correspondence
  • Provide support to team on IT issues, and where necessary resolve problems with the help of an internal and/or external IT consultant

Finance Administration

  • Provide basic finance administrative support managing the documentation of credit card expenses, personal expenses, project timesheets and petty cash
  • To seek out and implement approaches to cost effectiveness in the firm’s operations.
  • Perform accounts payable processing and other basic accounting functions to include:
    o Reconciling invoices and filling out payments requests with proper coding;
    o Assist with entering and processing approved payments and purchase orders;
    o Developing and maintaining files; and
    o Developing and maintaining various financial databases and reports in liaison with the finance office


  • Perform general office/facilities management duties to include:
    o Managing the inventory of office supplies, ordering additional supplies as needed and ensuring that costs are appropriately managed;
    o Planning space allocations, layouts, and floor moves as required; arranging for and supervising building maintenance; and
    o Maintaining office facilities and equipment by assisting with procurement and routine maintenance and upkeep.
  • Provide general support to the administration of firm undertaking any other duties as required.
  • Participating as a member of the team in the overall planning and administration.
  • Assisting new employees with their orientation to the organization, benefits enrollment, and tax forms; and
  • Maintaining human resources files in accordance with laws, regulations, and established standards.

Skills and Experience

The Executive Administrator will have the following skills, experience and interests:

  • Experience in an Executive Assistant role at a senior executive level, including highly professional diary management and calendar oversight.
  • Attention to detail.
  • Ability to provide administrative support across multiple, complex, cross-institutional projects.
  • Strong communications and inter-personal skills.
  • Experience of working to deadlines and under pressure, juggling numerous and different priorities.
  • Ability to maintain spreadsheets (Excel), databases and electronic filing systems.
  • Ability to use Word to create and edit documents.
  • Flexibility, problem solving and good judgement.
  • An interest in working in a small, dynamic and highly innovative company.
  • Required undergraduate university degree, preferably in business administration or commerce, or equivalent training and a minimum 2 years job experience
  • Candidate must demonstrate high professional, moral and ethical standards in all their undertakings.

Qualified Candidates interested in this opportunity should submit a brief Cover Letter, CV in MS Word format only, CVs in other formats will be disqualified.

Email Address: ExecutiveAdministrator@talentsource.co.ke

Only shortlisted candidates will be contacted.

Business Administration
Updated: May 3, 2018 — 2:23 am