Operations & HR Assistant

Executive Assistant / Operations & HR Coordinator!

📍 Location : Nairobi, Kenia

⏳ Employment Type: Full-Time

🕘 Schedule: Monday - Friday | 8:00 AM - 5:00 PM | Saturday & Sunday OFF

Are you a highly organized, proactive professional with experience supporting leadership teams, operations, and administrative processes? We are looking for an Executive Assistant / Operations & HR Coordinator to provide strategic support to company leadership, coordinate operational processes, and assist with Human Resources functions.

🚀 What You'll Do

✅ Manage executive calendars, meetings, priorities, and follow-up on key commitments.

✅ Coordinate schedules, meeting materials, and executive communications.

✅ Prepare meeting minutes, track action items, and ensure deadlines are met.

✅ Consolidate information from multiple departments to create executive reports.

✅ Manage contracts, vendor documentation, insurance records, and operational files.

✅ Coordinate timecard collection, attendance tracking, and payroll approvals.

✅ Support payroll processes by ensuring data accuracy before payroll deadlines.

✅ Coordinate interviews, onboarding, training sessions, and HR administrative tasks.

✅ Maintain employee records and confidential documentation.

✅ Provide general administrative support and facilitate coordination across departments.

🎯 What We're Looking For

✅ 3+ years of experience as an Executive Assistant, Operations Coordinator, HR Coordinator, or in similar administrative roles.

✅ Experience with Human Resources administration, payroll, timekeeping, or employee records management.

✅ Advanced English proficiency (written and spoken).

✅ Strong professional communication and business writing skills.

✅ Proficiency in Microsoft Office, especially Excel, Word, and Outlook.

✅ Experience consolidating reports and validating operational data.

✅ Excellent organizational skills and the ability to manage multiple priorities.

✅ Strong attention to detail and ability to work independently.

✅ Ability to handle confidential and sensitive information with discretion.

⭐ Nice to Have

✅ Experience in construction, landscaping, or field service companies.

✅ Experience using Payroll, HRIS, or timekeeping systems.

✅ Fully bilingual in English and Spanish.

💻 Tools You'll Use

✅ Microsoft Outlook or Google Workspace.

✅ Microsoft Teams.

✅ Microsoft Excel and Word.

✅ Payroll and HRIS platforms.

✅ Timekeeping systems.

✅ Document management and task-tracking tools.

🎓 Education

✅ Business Administration.

✅ Human Resources.

✅ Organizational Management or Administration.

✅ Related fields.

✅ Equivalent professional experience in executive support, administration, operations, or HR will also be considered.