Executive Assistant- Admissions & Marketing Support- Wellington College at Tatu City Limited

Role Summary 

• Reporting directly to the Head of Marketing and Admissions, the Executive Assistant Admissions and Marketing is responsible for the efficient administration and coordination of the admissions process, ensuring timely follow-up of enquiries, accurate record management, compliance with admissions policies and data protection requirements and effective support for family engagement, events, documentation, enrolment activities and referral programmes.

Key Function

 Administration and Follow-Up 

• Log all new enquiries in Salesforce within 24 hours, keep family records accurate and up to date and track each family through every stage from enquiry to enrolment.
• Make sure every enquiry, application and visit request gets a timely follow-up. Send acknowledgement template emails, chase outstanding actions and flag families who have gone quiet to the Head of Admissions and Marketing.
• Coordinate family meetings, Tatu City visits and admissions events. This covers scheduling, confirmations, reminders, welcome packs and recording outcomes afterwards.
• Administer the Sales Agent Referral Scheme: record referrals from Rendeavour sales staff, track each one through application and deposit  and prepare payment confirmations for the various stages.
• Keep the admissions calendar, the event RSVP lists and the Founding Family tracker up to date.

 Forms and Documentation 

• Manage the full application file for each family: check forms are complete, request missing documents (birth certificates, passports, school reports, references, medical forms) and confirm receipt of application fees and deposits.
• Assist with the preparation and issue standard admissions correspondence, including offer letters, acceptance forms, waiting list letters and Founding Family confirmations, using approved templates.

Admissions Process Compliance 

• Make sure every applicant file meets the school’s admissions policy and the Wellington College International standards before an offer is made, including references and safeguarding checks on prior schools.
• Handle all family and student data in line with the Kenya Data Protection Act 2019 and Rendeavour’s data protection procedures (working with the Group ICT and Data lead), covering consent, secure storage and retention.
• Keep an audit trail of admissions decisions, offers, deposits and correspondence, ready for internal review or inspection.
• Track Founding Family place caps, fee discount eligibility and scholarship deadlines, and flag anything that falls outside policy before it goes to families.

Requirements

SKILLS AND EXPERIENCE: 

• Qualified to degree level or above
• Recognized secretarial or administrative qualification beneficial but not essential
• Minimum 4 years relevant experience in supporting C-Suite management
• Time management and ability to meet deadlines.
• Strong organizational skills and ability to multitask.
• Excellent usage of office software packages (MS Word, Excel, PowerPoint etc.).
• Experience of collating information and producing high-quality correspondence, reports and presentations.

SOFT SKILLS:

• Able to maintain a high level of integrity and discretion in handling confidential information.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Mature, pragmatic and flexible approach, strong commercial judgment.
• Team player but comfortable working autonomously.
• Exceptional written and verbal communication skills.
• Good negotiation skills.
• Good attention to detail.
• Rigorous and organised approach.
• Hands-on, ready to roll up the sleeves.

PERSONAL CHARACTERISTICS:

• High energy.
• Result-oriented.
• Strong work ethic.
• Ability to work effectively under pressure.
• Desire to live and work in Kenya