Office Administrator

Key Responsibilities

Manage the executive’s calendar by scheduling appointments, prioritizing meetings, resolving conflicts, and ensuring timely reminders and follow-ups.

Prepare, format, proofread, and manage official correspondence, reports, briefs, and presentations to ensure accuracy and professionalism.

Coordinate meetings by preparing agendas, taking and circulating minutes, tracking action points, and following up to ensure completion.

Maintain well-structured physical and electronic filing systems in line with records management best practices to ensure easy retrieval and confidentiality.

Screen phone calls, manage emails, prioritize correspondence, and handle sensitive and confidential information with discretion and professionalism.

Coordinate travel arrangements, accommodation, itineraries, and logistics for official and business travel to ensure smooth movements and adherence to schedules.

Organize protocol arrangements for official meetings, events, dignitary visits, and stakeholder engagements to ensure proper procedures are followed.

Advise on and implement appropriate protocol, etiquette, and order of precedence during formal functions and official ceremonies.

Liaise with government offices, embassies, development partners, and external stakeholders on protocol and official engagement matters.

Oversee day-to-day office administration to ensure smooth operations, efficient workflows, and a well-organized work environment.

Coordinate office supplies, assets, equipment, and service providers to ensure availability, accountability, and proper maintenance.

Support onboarding of new staff by coordinating workspace setup, access to tools and systems, and completion of administrative requirements.

Monitor office utilities, repairs, and maintenance by working closely with vendors and service providers to ensure timely resolution of issues.

Ensure compliance with internal administrative procedures and office policies by guiding staff and monitoring adherence.

Support preparation, monitoring, and tracking of administrative budgets and office-related expenditures to ensure proper use of resources.

Coordinate internal communications, circulars, and notices as directed to ensure timely and clear information flow.

Manage guest reception, seating arrangements, order of precedence, and event logistics to ensure professional handling of visitors and functions.

Ensure proper handling of official invitations, RSVPs, ceremonial documentation, and event records.

Act as a liaison between the executive office and internal departments to facilitate smooth coordination and information flow.

Track deadlines, follow up on executive directives, and ensure timely execution and reporting on assigned actions.

Support planning and coordination of board, management, and other high-level meetings, including logistics and documentation.

Assist in drafting internal memos, notices, and official communications to support effective organizational communication.

Qualifications & Experience

Academic & Professional Qualifications

• Diploma or Degree in Secretarial Studies, Business Administration, Office Administration, Public Relations, International Relations, or a related field.
• Professional certification such as KASNEB (CPS), ICM, ICSA, or equivalent is a strong advantage.
• Formal training or demonstrated experience in protocol, diplomacy, or corporate etiquette is required.

Experience

• Minimum 3–5 years’ experience in an Executive Assistant, Personal Assistant, Senior Secretary, or Protocol role.
• Prior experience supporting senior executives, principals, or directors is essential.
• Exposure to protocol in government, diplomatic missions, NGOs, corporates, or international organizations is highly desirable.