Administrative Assistant – Nairobi at CrossBoundary

Administrative Assistant – Nairobi at CrossBoundary – CrossBoundary Kenya Job Details

About the Role

CrossBoundary is seeking an Administrative Assistant – Nairobi at CrossBoundary to deliver comprehensive administrative and logistical support across the organisation’s operations, with additional executive support as required. This is a full-time position based in Nairobi that serves as the operational backbone of the company, managing travel coordination, event logistics, vendor relationships, document processing, and office administration across multiple jurisdictions. The role reports to the Senior Executive Assistant and is essential to keeping day-to-day activities running efficiently.

In the Administration sector in Kenya, this role demands strong organisational skills and the ability to manage competing priorities across different business units. You will handle sensitive documentation, coordinate with external partners including legal teams and service providers, and maintain accurate records of company assets and contracts. This is hands-on work that directly supports CrossBoundary’s ability to operate smoothly across regions.

Key Responsibilities

• Organise logistics for events, conferences, and workshops, including vendor coordination, scheduling, and on-site support.
• Arrange team travel, manage visa documentation, order business cards, and handle employee welfare logistics for offices without dedicated country administrators.
• Track and order promotional merchandise (SWAG) for events and client gifting, maintaining inventory records and delivery schedules.
• Process procurement requests for personal protective equipment and office signage in Nairobi as needed.
• Coordinate the dispatch and tracking of contracts and documents via DHL, ensuring timely delivery and secure handling.
• Maintain the company stamp tracker, liaise with legal representatives across jurisdictions, and oversee wet-ink document signing and filing procedures in Nairobi under Senior EA guidance.
• Manage vendor relationships and escalations, maintain the billing database, and flag payment or service issues requiring attention.
• Collaborate with the finance team to create guidelines clarifying billing entities and approved travel budgets during booking requests.
• Keep membership subscriptions (such as AMEC) active and current.
• Provide administrative support to the Operations team on ad-hoc projects and requests.

Executive Support (As-Needed)

• Manage executive calendars and schedule meetings and appointments.
• Arrange travel bookings and itineraries for senior staff.
• File and process expense reports and reimbursement claims.
• Serve as a primary contact for administrative queries from executive leadership.

Requirements & Qualifications

• Proven experience in an administrative or office support role, ideally in a multi-office or international business environment.
• Strong command of Microsoft Office (Word, Excel, Outlook) and comfort with document management systems.
• Excellent organisational skills with the ability to manage multiple tasks, deadlines, and stakeholders simultaneously.
• Professional written and verbal communication skills in English.
• Attention to detail, particularly when handling contracts, legal documents, and financial records.
• Ability to work independently and take direction from the Senior Executive Assistant and other team members.

What to Expect

• A role that requires adaptability—responsibilities span logistics, document management, vendor coordination, and executive support, so you will need to shift between different types of tasks daily.
• Regular collaboration with teams across multiple countries, so familiarity with time zones and cross-border business practices is valuable.
• This Administrative Assistant – Nairobi at CrossBoundary position offers the chance to become an indispensable part of the organisation’s operations engine. Apply below if you meet the criteria.