Administrative Assistant at Ital Global

About the Client:

• Our client is a leading event planning and management company in Nairobi, known for transforming event ideas into seamless, successful experiences. They handle all aspects of event planning, allowing clients to focus on their core business operations.

Job Purpose:

• We are looking for a highly organized, proactive, and efficient Administrative Assistant to support the day-to-day office operations, ensuring smooth business processes and effective communication. This role involves front desk management, administrative support, liaising with various departments, and assisting with office setup and client service.

Qualifications and Requirements 

• A Bachelor’s degree or Diploma in Business Management or related field.
• Previous administrative experience, ideally 2-3 years in a similar role.
• Proficiency in MS Office, with a strong ability to create presentations and manage office software.
• Strong communication, organizational, and interpersonal skills.
• Knowledge of basic office procedures and familiarity with office equipment.
• A detail-oriented individual who is self-motivated, responsible, and able to handle multiple tasks efficiently.

Personal Traits, Qualities and Aptitudes.

• Excellent Organizational Skills.
• Responsible and Accountable.
• Ability to manage multiple tasks and projects simultaneously. 
• Great Presentation skills
• Excellent time management
• Exceptional communication and interpersonal skills 
• Excellent organizational skills and commitment to detail
• Ability to work independently and be self-motivated.
• Creative and good problem solving skills
• Negotiation Skills
• Great social skills
• High Integrity
• Team-player

Key Performance Indicators & Reports:

• Timely completion of administrative tasks.
• Effective communication and customer service.
• Accuracy in bookkeeping and managing office expenses.
• Efficient handling of office equipment and supplies.
• Support the Director with sales and tender submissions.

Key Responsibilities and Duties

•  Reception & Customer Service:
• Administrative Support:
• General Office Management:
• Sales Support & Tender Management:
• Compliance & Office Organization:
• Greet visitors, clients, and suppliers, providing a professional and welcoming atmosphere.
• Answer and manage phone calls, relay messages, and direct visitors to the appropriate staff.
• Assist in mock set-ups and showcase event options to clients.
• Assist in maintaining office filing systems, preparing documents, and managing office correspondence.
• Support with basic accounting tasks such as managing petty cash and preparing office requisitions.
• Help prepare and follow up on quotations for clients.
• Maintain office supplies, equipment, and ensure everything is operational by liaising with vendors for repairs and maintenance.
• Organize staff meetings, including preparing agendas, taking minutes, and ensuring follow-up on action items.
• Assist in managing office budgets and keeping accurate records of office expenditures.
• Assist in responding to tenders and help with the preparation of documents.
• Support the Director in sourcing items from suppliers and managing procurement.
• Ensure compliance with legal, safety, and licensing regulations applicable to office operations.
• Maintain a clean and organized office environment.