Administrative Assistant at Haco Industries Kenya Limited

Role Summary

• Reporting to the Executive Assistant, the Administrative Assistant provides comprehensive administrative and operational support to the Managing Director's Office.
• The role ensures the efficient coordination of executive schedules, cross-functional priorities and stakeholder engagements, while serving as a professional point of contact for the Executive Committee (EXCO), senior leadership and client-facing teams.
• The position requires a proactive, highly organized and detail-oriented professional who can anticipate needs, manage competing demands and deliver timely, high-quality support in a fast-paced environment.
• By coordinating information, activities and follow-up actions effectively, the role enables senior leaders to remain focused on strategic priorities and enhances the overall effectiveness of the executive office.

Key Responsibilities

• Provide high-level administrative, logistical and strategic support to the Managing Director's Office.
• Manage executive schedules, meetings, travel, official engagements and priority deliverables.
• Coordinate Board and leadership activities, correspondence, records and action tracking.
• Prepare briefings, reports, presentations and other decision-support materials.
• Serve as a key liaison with senior management, government representatives, development partners and other stakeholders.
• Oversee selected cross-functional initiatives and ensure timely follow-through on agreed actions.
• Monitor organizational developments and emerging risks, escalating priority matters appropriately.
• Maintain the highest standards of professionalism, discretion, confidentiality, accuracy and protocol.
• Leverage technology and Al-enabled tools to improve executive-office efficiency and service delivery.
• Provide seamless executive support by assuming the Executive Assistant's responsibilities during her absence.

Qualifications and Experience

• Bachelor's degree in business administration or a related discipline, with a minimum of Upper Second-Class Honours or an equivalent qualification.
• At least three years' executive support experience, including coordination of C-suite engagements, Board or governance matters, senior stakeholders and confidential communications.
• Advanced proficiency in Microsoft Office, Excel, dashboards, data analysis and reporting, with the ability to leverage technology and Al-enabled tools to improve executive-office efficiency.
• Excellent communication, organisation, planning and prioritisation skills, with a proactive, solutions-oriented approach and the ability to anticipate stakeholder needs. Ability to work independently, exercise sound judgement and remain accountable in a fast-paced environment. 
• Demonstrated executive presence, professionalism and confidence when engaging senior leaders and key stakeholders.
• Proficiency in French is an added advantage.