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

The Aga Khan Academy Nairobi is operated by Aga Khan Education Service Kenya (AKESK), a non-profit organization, with close to a hundred years’ experience operating schools in Kenya. Our first formal schools were opened in 1918, and AKESK currently operates 11 schools in Nairobi, Mombasa, Kisumu and Eldoret, serving close to 5,000 students with a quality, ...

Role Summary

The Personal Assistant provides administrative support to the Headteacher while serving as the first point of contact for parents, staff and visitors. The role also includes supporting school marketing and events logistics. This position requires an organized, detail-oriented and personable individual who can represent the school positively and maintain confidentiality at all times.

Responsibilities or duties

Front Office & Administration

• Receive parents and visitors, directing them to the relevant personnel with professionalism and courtesy.
• Effectively handle telephone requests on behalf of callers or the school, ensuring accurate and timely responses.
• Provide the highest standard of customer care to parents and visitors, upholding the school’s image at all times.
• Ensure safety procedures are followed by issuing passes and lanyards to all visitors and maintaining accurate visitor sign-in records.
• Assist with filing, photocopying and circulation of correspondence as required.
• Provide administrative assistance to staff as needed.
• Support the Headteacher with scheduling, follow-ups and preparation of basic documents.
• Act as a liaison between the school and the HR Department.
• Ensure the reception area remains tidy and welcoming.

Marketing & Enrollment Support

• Inquiry Handling: Facilitate the initial inquiry process by sharing school brochures and relevant information with prospective parents to support enrollment growth.
• Content Gathering: Help identify and collect highlights, photos, and stories from school activities for use by the marketing team.
• Collateral Maintenance: Monitor and replenish marketing materials, brochures, and branding displays in the reception area to ensure they are well-presented.
• Visit Coordination: Facilitate school tours for prospective families, providing a professional first point of contact.
• Data Tracking: Assist in compiling enrollment inquiries and visitor feedback to help the school leadership identify marketing trends.

Communications & Event Logistics

• Parental Outreach: Support the communication process with parents regarding school life, ensuring all messaging is consistent with the school’s professional tone.
• Information Distribution: Coordinate the timely distribution of newsletters, announcements, and notices across various school channels.
• Event Support: Provide logistical and on-ground support for the coordination of weekend and holiday school events, Open Days, and activities.
• Digital Updates: Assist in the preparation and posting of approved announcements or event recaps for school noticeboards and digital platforms.

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

Qualifications and Experience

• Bachelor’s degree in Administration, Communications, Management or a related field.
• Minimum of 2 years of proven experience in an administrative or assistant role.
• Experience in an educational setting is preferred.
• Basic working knowledge of Microsoft Office and Google Suite applications.
• Strong command of written and spoken English.
• Competence in record-keeping, data management and file systems.

• Receive parents and visitors, directing them to the relevant personnel with professionalism and courtesy.
• Effectively handle telephone requests on behalf of callers or the school, ensuring accurate and timely responses.
• Provide the highest standard of customer care to parents and visitors, upholding the school’s image at all times.
• Ensure safety procedures are followed by issuing passes and lanyards to all visitors and maintaining accurate visitor sign-in records.
• Assist with filing, photocopying and circulation of correspondence as required.
• Provide administrative assistance to staff as needed.
• Support the Headteacher with scheduling, follow-ups and preparation of basic documents.
• Act as a liaison between the school and the HR Department.
• Ensure the reception area remains tidy and welcoming.
• Facilitate the initial inquiry process by sharing school brochures and relevant information with prospective parents to support enrollment growth.
• Help identify and collect highlights, photos, and stories from school activities for use by the marketing team.
• Monitor and replenish marketing materials, brochures, and branding displays in the reception area to ensure they are well-presented.
• Facilitate school tours for prospective families, providing a professional first point of contact.
• Assist in compiling enrollment inquiries and visitor feedback to help the school leadership identify marketing trends.
• Support the communication process with parents regarding school life, ensuring all messaging is consistent with the school’s professional tone.
• Coordinate the timely distribution of newsletters, announcements, and notices across various school channels.
• Provide logistical and on-ground support for the coordination of weekend and holiday school events, Open Days, and activities.
• Assist in the preparation and posting of approved announcements or event recaps for school noticeboards and digital platforms.

• Basic working knowledge of Microsoft Office and Google Suite applications.
• Strong command of written and spoken English.
• Competence in record-keeping, data management and file systems.

• Bachelor’s degree in Administration, Communications, Management or a related field.
• Minimum of 2 years of proven experience in an administrative or assistant role.
• Experience in an educational setting is preferred.