• Manage and maintain executive calendars, appointments, meetings, and travel schedules for Senior Leadership.
  
• Coordinate internal and external meetings, including agenda preparation, venue arrangements, and distribution of meeting materials.
  
• Attend meetings and accurately record minutes of meetings, action points, and follow-up items.
  
• Track and follow up on action items, pending decisions, and commitments across departments and stakeholders.
  
• Prepare weekly follow-up and status reports for Senior Leadership highlighting pending and overdue matters.
  
• Maintain organized and secure physical and digital filing systems for executive and company documents.
  
• Prepare, format, proofread, and manage executive correspondence, reports, presentations, and official documents.
  
• Manage confidential information and sensitive executive documentation with high levels of discretion.
  
• Monitor statutory compliance deadlines and coordinate with relevant departments to ensure timely submissions and filings.
  
• Maintain records of compliance submissions, licenses, contracts, and regulatory correspondence.
  
• Manage expatriate documentation including work permits, resident permits, visas, and related compliance requirements.
  
• Coordinate with immigration authorities and relevant government bodies regarding visa and residency matters.
  
• Track permit and visa renewal timelines and ensure all applications are submitted on time.
  
• Support expatriate onboarding and administrative processes including relocation-related documentation.
  
• Coordinate travel arrangements including flight bookings, accommodation, transportation, and travel itineraries.
  
• Manage travel expense tracking, reconciliations, and travel-related reporting.
  
• Maintain strong relationships with internal departments, external stakeholders, government agencies, and service providers.
  
• Provide administrative and logistical support for executive and board-level engagements.
  
• Ensure timely communication, efficient coordination, and smooth information flow across departments.
  
• Support Senior Leadership with day-to-day operational and administrative requirements.
  

Requirements

• Bachelor’s degree in Business Administration, Office Management, Public Administration, Secretarial Studies, or related field.
  
• Master’s degree or additional professional qualifications are an added advantage.
  
• Minimum of 5–7 years of experience as a Personal Assistant, Executive Assistant, or Senior Administrator supporting senior leadership or C-suite executives.
  
• Experience working in corporate, mining, manufacturing, or agri-business environments is highly preferred.
  
• Proven experience managing expatriate documentation, immigration processes, and executive travel coordination.
  
• Strong understanding of statutory compliance tracking and regulatory documentation management.
  
• Excellent organizational, multitasking, and time-management skills.
  
• Strong written and verbal communication skills in English.
  
• Proficiency in Kiswahili is an added advantage.
  
• High level of discretion, professionalism, and confidentiality.
  
• Strong interpersonal and stakeholder management abilities.
  
• Proficiency in Microsoft Office Suite including Outlook, Word, Excel, and PowerPoint.
  
• Ability to work under pressure and manage urgent priorities efficiently.
  
• Strong attention to detail and problem-solving skills.
  
• Experience coordinating with regulatory authorities and government institutions is an advantage.
  
• Ability to work in a fast-paced and dynamic environment with minimal supervision.