Office Secretary/Management Assistant

Job Description: Office Secretary

Location: Nairobi

Employment Type:

Full-time

Salary:

KES 30,000

Reports To:

General Manager

Job Summary

Our client is seeking a highly organized and proactive

Office Secretary / Management Assistant

to provide administrative and operational support to the General Manager while ensuring efficient office operations. The successful candidate will manage digital collaboration platforms, coordinate executive schedules, support policy administration, track key projects, and facilitate effective communication across the organization.

Key Responsibilities

Executive & Administrative Support

Manage the General Manager's calendar, meetings, travel arrangements, and business appointments.

Prepare meeting agendas, take minutes, track action items, and follow up on outstanding tasks.

Coordinate office logistics, including supplies, internet, and other administrative requirements.

Liaise with external stakeholders, including government agencies, banks, legal firms, and service providers.

Digital Collaboration & Office Systems

Administer the company's collaboration platform (Feishu/Lark or similar), including user accounts, calendars, document libraries, approval workflows, and knowledge base.

Configure and maintain digital workflows for leave requests, expense claims, procurement, and contract approvals.

Train employees on collaboration tools and provide day-to-day user support.

Ensure company documents are securely organized, maintained, and easily accessible.

Policy Administration & Compliance

Draft, update, and maintain company policies, procedures, employee handbook, and administrative documentation.

Publish policies and coordinate employee acknowledgements and onboarding sessions.

Monitor compliance with internal policies, including attendance, approvals, and expense claims.

Recommend improvements to policies and administrative processes based on operational needs.

Project Coordination & Reporting

Track departmental projects, key milestones, and deliverables, providing regular progress reports to management.

Coordinate cross-functional initiatives and follow up on special assignments from the General Manager.

Identify potential project risks and escalate issues where necessary.

Internal Communication & Culture

Coordinate internal communications, company announcements, and organizational updates....