Background information about the job or company (e.g., role context, company overview)

Victory Farms is a tilapia fish farm established in 2015. VF is located on the Kenyan side of Lake Victoria and has distribution capacity throughout Kenya. The Company is rapidly expanding its farm operation, fish processing, and sales & marketing capabilities. By the end of 2017, VF is on track to be the largest aquaculture farm in East Africa. VF is em...

Responsibilities or duties

Meeting & Leadership Rhythm Support

• Coordinate the calendar of Senior Management forums — weekly leadership meetings, monthly business reviews, quarterly planning sessions, and all-hands — scheduling participants and securing rooms, dial-ins and logistics.
• Prepare and circulate agendas and pre-reads ahead of each forum, working with the Business Operations Manager to confirm content and timing.
• Prepare clear, accurate minutes, capturing decisions and action items with named owners and due dates.
• Maintain the action log across leadership forums and follow up with responsible stakeholders proactively so commitments are delivered on time.
• Communicate outcomes and follow-ups promptly after each meeting.

Project Coordination & Tracking

• Coordinate and deliver assigned projects from end to end, under the guidance of the Business Operations Manager.
• Support larger cross-functional projects by maintaining workplans, tracking milestones, and flagging slippage early.
• Maintain accurate and up-to-date project trackers and status dashboards, providing regular status updates.
• Coordinate across departments to gather inputs, unblock dependencies and keep work moving.

Reporting, Data & Documentation

• Maintain company-wide KPI and OKR trackers, ensuring data is current, accurate, and ready for review.
• Prepare first drafts of briefing materials, presentations, and operational summaries for the Business Operations Manager and the Managing Director’s office.
• Transform raw data into clear, accurate, and well-structured spreadsheets, concise reports and presentation-ready materials.
• Organise and maintain shared files, templates, and documentation ensuring information is accurate, accessible and up to date.

Coordination & Special Tasks

• Serve as a reliable point of contact between the Business Operations Manager and departments, ensuring clear communication and follow-through.
• Facilitate effective communication across departments by ensuring relevant information is shared accurately and in a timely manner to support informed decision-making.
• Take on ad hoc tasks and small initiatives as directed — research, data pulls, event coordination, and similar.
• Handle confidential and sensitive information with a high degree of professionalism, integrity and discretion.

Qualifications or requirements (e.g., education, skills)

Qualifications and Skills

• Bachelor’s degree in Business Administration, Project Management or a related field.
• Exceptionally organised and detail-oriented with the ability to manage multiple workstreams effectively.
• Strong written communication; you can take accurate minutes and produce clear, well-formatted documents and updates.
• Proficient in spreadsheets, presentation and collaboration tools, with the ability to organise complex information into clear, actionable outputs.
• Good interpersonal skills, with the confidence to follow up and engage with senior stakeholders.
• Proactive, dependable and results-oriented, with a strong sense of ownership and accountability.
• Discreet and trustworthy with confidential information.

Experience needed

• 2–4 years of experience in business operations, project coordination, administration, consulting, or a similar structured role

Any other provided details (e.g., benefits, work environment, team info, or additional notes)

Benefit:

• Visibility into the world’s fastest growing aquaculture company.
• Ideal for a candidate looking to dive into a mission-oriented Organization.
• The team is committed to the candidate’s success and will provide coaching, mentorship, and unique exposure to people and experiences that come from the most successful leaders in the entrepreneurial community and the social sector.

• Coordinate the calendar of Senior Management forums — weekly leadership meetings, monthly business reviews, quarterly planning sessions, and all-hands — scheduling participants and securing rooms, dial-ins and logistics.
• Prepare and circulate agendas and pre-reads ahead of each forum, working with the Business Operations Manager to confirm content and timing.
• Prepare clear, accurate minutes, capturing decisions and action items with named owners and due dates.
• Maintain the action log across leadership forums and follow up with responsible stakeholders proactively so commitments are delivered on time.
• Communicate outcomes and follow-ups promptly after each meeting.
• Coordinate and deliver assigned projects from end to end, under the guidance of the Business Operations Manager.
• Support larger cross-functional projects by maintaining workplans, tracking milestones, and flagging slippage early.
• Maintain accurate and up-to-date project trackers and status dashboards, providing regular status updates.
• Coordinate across departments to gather inputs, unblock dependencies and keep work moving.
• Maintain company-wide KPI and OKR trackers, ensuring data is current, accurate, and ready for review.
• Prepare first drafts of briefing materials, presentations, and operational summaries for the Business Operations Manager and the Managing Director’s office.
• Transform raw data into clear, accurate, and well-structured spreadsheets, concise reports and presentation-ready materials.
• Organise and maintain shared files, templates, and documentation ensuring information is accurate, accessible and up to date.
• Serve as a reliable point of contact between the Business Operations Manager and departments, ensuring clear communication and follow-through.
• Facilitate effective communication across departments by ensuring relevant information is shared accurately and in a timely manner to support informed decision-making.
• Take on ad hoc tasks and small initiatives as directed — research, data pulls, event coordination, and similar.
• Handle confidential and sensitive information with a high degree of professionalism, integrity and discretion.

• Exceptionally organised and detail-oriented with the ability to manage multiple workstreams effectively.
• Strong written communication; you can take accurate minutes and produce clear, well-formatted documents and updates.
• Proficient in spreadsheets, presentation and collaboration tools, with the ability to organise complex information into clear, actionable outputs.
• Good interpersonal skills, with the confidence to follow up and engage with senior stakeholders.
• Proactive, dependable and results-oriented, with a strong sense of ownership and accountability.
• Discreet and trustworthy with confidential information.

• Bachelor’s degree in Business Administration, Project Management or a related field.