Administrative Assistant at AA Kenya

Job Purpose

• To provide proactive executive and administrative support to the Director, Business and Channels, ensuring routine coordination, communication, reporting and follow-up are handled efficiently. The role protects the Director’s time and enables focus on revenue growth, strategic partnerships, branch expansion and business strategy.

Key Responsibilities

Calendar & Communications

• Manage and prioritize the Director’s calendar, meetings and appointments.
• Filter routine correspondence and draft routine emails, memos and communications.
• Track commitments, deadlines and follow-ups requiring the Director’s attention.
• Handle confidential information with discretion.

Regional & Operational Support

• Coordinate routine communication with Regional Managers, Branch Teams and Head Office functions.
• Track branch and regional action points and follow up on outstanding matters.
• Support branch visits, travel arrangements and executive logistics.
• Escalate matters requiring the Director’s attention promptly.

Reporting & Data

• Maintain regional and branch performance dashboards and trackers.
• Support preparation of presentations, performance summaries and business updates.
• Ensure reports and data are accurate, timely and properly filed.

Meetings & Events

• Coordinate meetings, workshops, retreats and departmental events.
• Prepare agendas and meeting materials and capture key decisions and action points.
• Maintain action trackers and follow up to ensure agreed actions are closed.

Key Result Areas (KRAs)

• Efficient calendar and executive time management.
• Accurate and timely reports, dashboards and presentations.
• Prompt follow-up and closure of administrative and business actions.
• Responsive coordination with branches, regions and Head Office.
• Smooth execution of meetings, travel and events.
• High standards of confidentiality, professionalism and attention to detail.

Qualifications & Competencies

• Diploma or bachelor’s degree in business administration, Secretarial Studies, Office Administration or a related field.
• At least 3 years’ relevant experience, preferably supporting a senior manager or executive.
• Advanced proficiency in Microsoft Office, particularly Outlook, Word, Excel and PowerPoint.
• Strong report preparation, data management and calendar coordination skills.
• Excellent written and verbal communication skills.
• Highly organized, proactive and able to manage competing priorities.
• Strong judgement, discretion, problem-solving and follow-through.
• Ability to work independently in a fast-paced corporate environment.

Ideal Candidate

• A proactive, highly organized and trustworthy support professional who anticipates needs, drives follow through, protects executive time and confidently coordinates with senior stakeholders.