General informations

AGL (Africa Global Logistics) is the leading multimodal logistics operator (port, logistics, maritime and rail) in Africa. The company is now part of the MSC Group, a leading maritime and logistics company.

Thanks to its expertise developed over more than a century and to more than 23,000 employees in 50 countries, AGL provides its African and global customers with global, tailor-made and innovative logistics solutions, with the ambition of contributing to the transformation of Africa in a sustainable way.
AGL is also present in Haiti and Timor.

Are you looking for a rewarding experience in an international environment? Do you want to make an impact in a company that puts Africa at the heart of its project?

Join AGL, the leading multimodal logistics operator on the African continent!

Mission Description

The Executive Assistant will provide high-level administrative, organizational, and coordination support to the Head of IFF Nairobi to ensure smooth running of day-to-day operations.
1. Executive Calendar & Meeting Management
• Manage and coordinate the executive's calendar, appointments, meetings, and travel arrangements.
• Schedule and organize internal and external meetings, ensuring timely circulation of agendas and meeting materials.
• Prepare meeting logistics, conference facilities, and visitor arrangements.
• Record, distribute, and monitor meeting action points and follow-up activities.

2. Reporting & Business Coordination
• Collect, collate, and consolidate information, reports, KPIs, and statistics from section heads.
• Prepare weekly, monthly, quarterly, and ad-hoc business reports.
• Support management reviews by preparing presentations, dashboards, and briefing materials.
• Track action items arising from management meetings and ensure timely closure.

3. Correspondence & Communication Management
• Handle incoming and outgoing correspondence, including emails, letters, phone calls, and official communications.
• Draft, proofread, and edit reports, presentations, business correspondence, minutes, and executive briefs.
• Act as a key liaison between the Head of IFF and internal/external stakeholders.

4. Records & Document Management
• Maintain and organize key business records, files, and documentation in both physical and digital formats.
• Ensure proper filing, version control, retrieval, and archiving of documents.
• Track documents submitted for approval and monitor progress until completion.
Ensure compliance with document retention and confidentiality requirements.

5. Office Administration
• Attend to visitors, clients, customers, and employees professionally and courteously.
• Ensure proper housekeeping, organization, and readiness of the executive office and meeting facilities.
• Coordinate office supplies and administrative requirements as needed.

6. Assignment Tracking & Follow-Up
• Track assignments and deliverables assigned to direct reports (N-1 managers) on a weekly and monthly basis.
• Monitor progress of agreed actions and provide status updates to management.
• Follow up with stakeholders to ensure timely completion of tasks and commitments.

7. Confidentiality & Compliance
• Handle sensitive business information with the highest level of discretion and confidentiality.
• Maintain professional standards and comply with company policies and procedures.

8. General Administrative Support
• Manage competing priorities effectively and work independently with minimal supervision.
• Demonstrate flexibility in responding to changing business requirements and priorities.
• Undertake any other duties and responsibilities assigned from time to times on internal events, conferences, speeches, social networks, and media.

Profile

• Bachelor's Degree / Diploma in Business Administration, Management, Office Administration, or related field.
• Minimum 2 years of experience supporting senior management or executives.
• Experience in logistics, freight forwarding, supply chain, or a multinational environment is an added advantage.