Background

Summit Recruitment & Search was established in 2009 to address the recruitment, mass recruitment, executive search, outsourcing and training needs of companies based in Kenya or wanting to enter the Kenyan, East African, South African and African market. We have a leading proven track record in our field in South Africa, Uganda, Ethiopia, Tanzania, Rw...

Role Context

The successful candidate will perform routine Administration Assistant and Reception duties including assisting the Office Administrator with routine and non-routine office administration roles as delegated by the Office Administrator from time to time, receiving visitors, manning the switchboard, receiving and recording receipt of correspondences and legal documents in accordance with the prescribed guidelines.

Key Responsibilities

• Manage the front desk, welcome visitors and clients, direct them to the appropriate personnel, and ensure the reception area remains clean and presentable.
• Handle incoming and outgoing calls, respond to telephone and walk-in enquiries, and maintain an accurate record of calls and relevant contact details.
• Receive, record, sort, and distribute incoming mail, correspondence, legal documents, and messages while maintaining records of outgoing correspondence and dispatched cheques.
• Manage the firm’s main email account by responding to routine enquiries and forwarding emails to the relevant departments or personnel.
• Provide administrative support, including filing, data entry, word processing, document preparation, and records management.
• Coordinate meetings by scheduling appointments, booking meeting rooms, preparing refreshments, and taking minutes when required.
• Support office operations by monitoring office supplies, coordinating procurement and deliveries, and assisting with the maintenance of office facilities and equipment.
• Assist with approved supplier payments, licence renewals, travel arrangements, hotel bookings, and other reservations as required.
• Provide refreshments to clients, visitors, and partners, and offer clerical and administrative support to secretarial staff and other team members as needed.
• Maintain confidentiality of firm records and communications, report matters requiring management attention, and perform other duties as assigned by the Finance and Administration Manager, Partners, or other authorised personnel.

Key Qualifications

• Diploma in Secretarial Studies, Business Administration, or any other business-related field.
• Excellent written and verbal communication skills, with fluency in English.
• Strong organisational, time-management, and interpersonal skills, with attention to detail, discretion, the ability to multitask under pressure, and the capacity to work independently with minimal supervision.

• Manage the front desk, welcome visitors and clients, direct them to the appropriate personnel, and ensure the reception area remains clean and presentable.
• Handle incoming and outgoing calls, respond to telephone and walk-in enquiries, and maintain an accurate record of calls and relevant contact details.
• Receive, record, sort, and distribute incoming mail, correspondence, legal documents, and messages while maintaining records of outgoing correspondence and dispatched cheques.
• Manage the firm’s main email account by responding to routine enquiries and forwarding emails to the relevant departments or personnel.
• Provide administrative support, including filing, data entry, word processing, document preparation, and records management.
• Coordinate meetings by scheduling appointments, booking meeting rooms, preparing refreshments, and taking minutes when required.
• Support office operations by monitoring office supplies, coordinating procurement and deliveries, and assisting with the maintenance of office facilities and equipment.
• Assist with approved supplier payments, licence renewals, travel arrangements, hotel bookings, and other reservations as required.
• Provide refreshments to clients, visitors, and partners, and offer clerical and administrative support to secretarial staff and other team members as needed.
• Maintain confidentiality of firm records and communications, report matters requiring management attention, and perform other duties as assigned by the Finance and Administration Manager, Partners, or other authorised personnel.

• Excellent written and verbal communication skills
• Fluency in English
• Strong organisational skills
• Time-management skills
• Interpersonal skills
• Attention to detail
• Discretion
• Ability to multitask under pressure
• Capacity to work independently with minimal supervision

• Diploma in Secretarial Studies, Business Administration, or any other business-related field.