TERMS OF REFERENCE FOR AN EXECUTIVE ASSISTANT(ADMINSTRATION) AT LEHEM INTERIORS LTD

Position: Executive Assistant (Administration)

Company: Lehem Interiors

Location: Nairobi

We are seeking a highly organized and detail-oriented Executive Assistant (Administration) to provide high-level administrative and operational support. This role is heavily administrative, with a strong emphasis on contract drafting, client communication, documentation management and executive support.

Key Responsibilities

• Manage the Creative Director’s calendar, meetings and travel logistics.
• Prepare meeting agendas, minutes and track follow-ups.
• Screen and manage communication (emails, calls, correspondence).
• Screen and manage calls, emails and correspondence.
• Draft and review contracts, proposals and service agreements.
• Track contract approvals, renewals, and compliance.
• Maintain accurate, well-organized filing systems (digital & physical)
• Support project administration and monitor timelines.
• Prepare reports, invoices and internal documentation.
• Liaise with internal teams and external stakeholders to ensure smooth execution
• Oversee office administration and supplies.
• Maintain strict confidentiality of company and client information.
• Support presentations, events and business development initiatives

Qualifications & Experience

• Bachelor’s Degree in Business Administration, Management, Communications, Law, or related field.
• Minimum 3+ years’ experience in an Administrative/Executive Assistant role.
• Demonstrated experience in contract drafting and professional documentation.
• Experience in a creative, design, construction or architecture environment is an added advantage.

Competencies & skills

• Strong business writing and contract drafting skills.
• Excellent communication and interpersonal skills.
• High attention to detail and organizational excellence.
• Strong multitasking and time management ability.
• Proficiency in Microsoft Office and Google Workspace.
• Strong coordination, stakeholder management, and problem-solving skills.
• High integrity and ability to handle confidential information.

• Manage the Creative Director’s calendar, meetings and travel logistics.
• Prepare meeting agendas, minutes and track follow-ups.
• Screen and manage communication (emails, calls, correspondence).
• Screen and manage calls, emails and correspondence.
• Draft and review contracts, proposals and service agreements.
• Track contract approvals, renewals, and compliance.
• Maintain accurate, well-organized filing systems (digital & physical)
• Support project administration and monitor timelines.
• Prepare reports, invoices and internal documentation.
• Liaise with internal teams and external stakeholders to ensure smooth execution
• Oversee office administration and supplies.
• Maintain strict confidentiality of company and client information.
• Support presentations, events and business development initiatives

• Strong business writing and contract drafting skills.
• Excellent communication and interpersonal skills.
• High attention to detail and organizational excellence.
• Strong multitasking and time management ability.
• Proficiency in Microsoft Office and Google Workspace.
• Strong coordination, stakeholder management, and problem-solving skills.
• High integrity and ability to handle confidential information.

• Bachelor’s Degree in Business Administration, Management, Communications, Law, or related field.
• Minimum 3+ years’ experience in an Administrative/Executive Assistant role.
• Demonstrated experience in contract drafting and professional documentation.
• Experience in a creative, design, construction or architecture environment is an added advantage.