Essential Job Details

• Position Title: Administrative Assistant
• Location: Tatu City, Nairobi, Kenya
• Employment Type: Full-Time
• Number of Vacancies: 1
• Salary: KES 25,000 – KES 40,000 Monthly (Estimated based on market research from reputable sources: PayScale and Glassdoor for administrative assistant roles in Kenya’s education sector)
• Category/Department: School Based Support / Administration
• Reporting To: School Principal
• Application Deadline: Not specified (apply as soon as possible; immediate start required)
• Reference: Not provided in posting

Introduction

The administrative assistant role at Nova Pioneer’s Tatu International campus in Tatu City, Nairobi, offers a dynamic opportunity for a proactive professional to provide high-level administrative support to the School Principal, starting immediately. This full-time position is ideal for candidates with a bachelor’s degree or diploma and 2-4 years of administrative experience, preferably in a school or established organization. The administrative assistant will manage front-office public relations, prepare documents, maintain records, and facilitate communication with stakeholders, contributing to a transformative educational model that shapes the future of African youth. By joining Nova Pioneer, you’ll play a pivotal role in fostering an innovative learning environment in Kenya’s education sector, leveraging organizational and communication skills to support operational excellence.

About Nova Pioneer

Nova Pioneer Education Group is a pan-African, independent network of schools revolutionizing education from pre-primary to secondary levels, with 16 campuses across Kenya and South Africa. Committed to preparing the next generation of leaders and innovators, Nova Pioneer employs an enquiry-based learning approach that emphasizes critical thinking, exploration, and collaboration over rote memorization. With a vision to launch 100 schools and reach tens of thousands of students, the organization focuses on 21st-century skills, individualized learning, and accessibility. Based in Tatu City, the Tatu International campus fosters a vibrant, innovative culture that values growth, creativity, and impact. The administrative assistant role supports this mission by ensuring seamless operations, making it an ideal opportunity for professionals passionate about transforming education in Africa.

Key Responsibilities

Front Office and Public Relations

• Facilitate the public relations function of the front office, serving as the first point of contact for parents, visitors, and staff in the administrative assistant role.
• Greet visitors warmly, ensuring a professional and welcoming experience that reflects Nova Pioneer’s values.
• Manage incoming calls and emails, directing inquiries to appropriate staff with clarity and efficiency.
• Communicate with internal and external stakeholders through letters, memorandums, reports, and emails, ensuring professional and timely correspondence.
• Provide accurate information to parents and visitors about school programs, events, or policies.
• Maintain a tidy and organized front-office area, ensuring it is well-stocked with brochures and materials.
• Monitor visitor access, using logbooks or badges to uphold campus security protocols.
• Assist in coordinating parent inquiries, escalating complex issues to the School Principal.
• Support the creation of a welcoming atmosphere that aligns with Nova Pioneer’s student-centric culture.
• Handle initial stakeholder interactions, fostering positive relationships with the school community.

Administrative Support

• Provide high-level administrative support to the School Principal, managing schedules and tasks in the administrative assistant role.
• Prepare documents for internal and external meetings, including photocopying, binding, and filing, as directed by the Principal.
• Create documents for internal display, such as brochures, posters, or notices, for pin-boards or notice boards.
• Keep custody of students’ attendance registers and confidential documents, ensuring security and accessibility.
• Maintain the school’s student roster on a termly basis, updating it with new enrollments or changes.
• Take minutes during various meetings, ensuring accurate documentation and timely distribution.
• Assist in managing Parent-Teacher Association (PTA) communications and meeting logistics.
• Create and maintain filing systems, both electronic and physical, for efficient record management.
• Support logistical arrangements for weekly, monthly, and quarterly meetings, including room setup and materials.
• Perform ad-hoc administrative duties as assigned by the School Principal to support school operations.
• Coordinate travel arrangements for staff or school events, such as field trips or conferences.
• Update internal databases with student or staff information to ensure accuracy.
• Prepare reports, such as attendance summaries or event recaps, for administrative purposes.
• Assist in onboarding new staff by preparing administrative materials or schedules.
• Track office supplies, ordering replenishments to maintain operational continuity.
• Support event planning, such as open days or parent meetings, by coordinating logistics.
• Ensure compliance with school policies in all administrative tasks and communications.
• Handle sensitive information with discretion, maintaining confidentiality at all times.
• Organize archives for historical records, ensuring easy retrieval when needed.
• Facilitate internal communications by distributing memos or announcements.

Communication and Marketing Support

• Lead the preparation and distribution of the school’s newsletter and parent letters, ensuring timely and engaging content in the administrative assistant role.
• Prepare and share regular school updates with the marketing team for social media posting or website updates.
• Collaborate with the marketing team to align communications with school branding and events.
• Draft professional correspondence, such as parent notifications or stakeholder updates, with clarity and accuracy.
• Support the creation of visually appealing posters or certificates for school events or student achievements.
• Monitor feedback from parents or stakeholders to inform communication strategies.
• Assist in managing social media content schedules for school-related posts.
• Coordinate with external vendors for printing or design services for school materials.
• Track communication metrics, such as newsletter open rates, to assess effectiveness.
• Support the promotion of school events through internal and external channels.

Qualifications and Skills

• Education: Bachelor’s degree or Diploma in Office Administration, Management, or a related field from a recognized institution.
• Experience: 2-4 years of experience as an administrative assistant, preferably in a school, startup, or large organization, for the administrative assistant role.
• Technical Proficiency: Experience with Google Suite (Calendar, Docs, Sheets, Gmail) and Microsoft Office (Word, Excel, PowerPoint); proficiency in creating posters and certificates.
• Communication: Strong writing skills for drafting professional correspondence and excellent verbal communication for stakeholder interactions.
• Organizational Skills: Excellent organizational, planning, and time management skills to handle multiple tasks while maintaining high standards.
• Problem-Solving: Capacity to analyze complex situations and resolve issues, such as scheduling conflicts or stakeholder queries.
• Attention to Detail: Exceptional ability to focus on details, ensuring accuracy in documents, rosters, and reports.
• Discretion: Ability to exercise discretion in handling sensitive information, such as student records or confidential documents.
• Adaptability: Flexible and adaptable approach to work in a dynamic school environment.
• Proactivity: Proactive and enthusiastic attitude, taking initiative to streamline processes or address needs.
• Cultural Fit: Alignment with Nova Pioneer’s culture of mutual vulnerability and openness to feedback for personal and professional growth.
• Leadership Potential: Desire to develop leadership skills to impact the transformation of African youth.
• Customer Service: Strong interpersonal skills to engage parents, staff, and visitors effectively.
• Teamwork: Collaborative mindset to work with school teams and external stakeholders.
• Preferred Skills: Experience in educational settings or familiarity with enquiry-based learning environments.
• Language Skills: Fluency in English; proficiency in Swahili is an advantage for community engagement.
• Work Ethic: Reliability and punctuality to maintain consistent front-office presence.
• Technical Advantage: Comfort with learning new software or tools to enhance efficiency.
• Creativity: Ability to design visually appealing materials for school displays or communications.

Company Culture and Values

Nova Pioneer fosters a dynamic, innovative, and student-centric culture that prioritizes growth, collaboration, and impact. Committed to transforming education, the organization values enquiry-based learning, encouraging curiosity and critical thinking in students and staff. The culture emphasizes personal development, with ongoing feedback and clear career pathways to ensure employees achieve their best. Novaneers embrace a high-energy, entrepreneurial environment, tackling challenges with a positive, solution-oriented mindset. The administrative assistant role aligns with these values by supporting operational excellence and fostering a welcoming environment for the school community. With a focus on inclusivity and excellence, Nova Pioneer offers a vibrant workplace where you can grow while contributing to the future of African youth.

How to Apply

Apply now for the Administrative Assistant position at Nova Pioneer’s Tatu International campus. Submit your CV (in PDF format) via the official application portal: Apply Here. Do not email applications, as they will not be processed. For inquiries, contact talent.ke@novapioneer.com. The process includes a phone interview, a practical demonstration or written task, in-person interviews at the campus, and a final interview with the hiring manager. Nova Pioneer does not charge application fees; report any such requests to talent.ke@novapioneer.com. Apply as soon as possible, as the role requires an immediate start. Only shortlisted candidates will be contacted.

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Tags

administrative assistant, Tatu City jobs, education administration Kenya, school support 2025, front office careers

Extended Content for Depth and Context

The administrative assistant role at Nova Pioneer’s Tatu International campus is a vital position supporting the School Principal in delivering operational excellence within an innovative educational environment. Located in Tatu City, Nairobi, this full-time role combines front-office public relations with administrative tasks, such as document preparation, record management, and stakeholder communication. Ideal for professionals with 2-4 years of experience, the administrative assistant contributes to a transformative school model that prioritizes 21st-century skills and student success. This position offers a unique opportunity to grow in a dynamic, enquiry-based learning environment while impacting the future of African youth.

Why Choose This Administrative Assistant Role?

The administrative assistant position stands out for its blend of front-office engagement and high-level administrative support, offering a dynamic workday in a forward-thinking educational institution. Unlike traditional administrative roles, it involves strategic tasks like managing PTA communications and preparing newsletters, adding value to school operations. Nova Pioneer’s commitment to personal growth and feedback-driven development ensures you’ll enhance your skills, while the immediate start offers a chance to dive into a meaningful role. For Tatu City-based professionals, this position provides a stable platform to contribute to education innovation and build a career in administration.

The Role in Educational Administration

In the context of Nova Pioneer’s enquiry-based learning model, the administrative assistant ensures smooth front-office operations and supports the School Principal in managing daily tasks. By facilitating public relations, maintaining student records, and coordinating communications, you’ll enhance the school’s ability to deliver world-class education. Your work in preparing documents, managing rosters, and supporting PTA meetings directly impacts the school community, fostering a professional and welcoming environment that aligns with Nova Pioneer’s mission to transform African education.

Front Office and Public Relations in Detail

As an administrative assistant, facilitating the front-office public relations function involves greeting parents, visitors, and staff with warmth and professionalism, creating a positive first impression. Managing calls and emails requires efficient routing of inquiries to teachers or administrators, while drafting correspondence ensures clear communication with stakeholders. Providing information about school programs or events demands accuracy and enthusiasm, and maintaining a tidy front-office area with updated materials reflects Nova Pioneer’s standards. Monitoring visitor access upholds campus safety, aligning with the school’s commitment to security.

Administrative Support Responsibilities

Providing high-level support to the School Principal as an administrative assistant includes scheduling meetings, preparing agendas, and managing calendars to prevent conflicts. Preparing documents for meetings involves photocopying, binding, and filing, while creating posters or brochures for notice boards enhances internal communication. Keeping custody of attendance registers and confidential documents requires discretion, and maintaining the student roster ensures accurate enrollment data. Taking minutes, supporting PTA logistics, and creating filing systems streamline administrative workflows, supporting the school’s operational efficiency.

Communication and Marketing Support

Leading the preparation of newsletters and parent letters is a key duty for the administrative assistant, requiring strong writing skills to craft engaging, informative content. Sharing updates with the marketing team for social media ensures consistent school branding, while collaborating on event promotions enhances community engagement. Drafting professional correspondence, such as parent notifications, and creating certificates or posters for student achievements add creative value. Monitoring feedback and communication metrics helps refine strategies, ensuring effective outreach.

Qualifications and Skills in Practice

With 2-4 years of administrative experience, the administrative assistant brings practical knowledge of front-office and support tasks, ideally in an educational setting. Proficiency in Google Suite and Microsoft Office enables efficient document creation, while skills in designing posters or certificates add versatility. Strong organizational skills manage multiple tasks, such as scheduling and filing, while excellent communication fosters stakeholder relationships. Discretion in handling sensitive data and adaptability in a dynamic environment ensure success, aligning with Nova Pioneer’s culture of excellence and feedback.

A Day in the Life

A typical day as an administrative assistant starts with opening the front office, greeting early visitors, and checking emails for inquiries. Mid-morning involves preparing documents for meetings, updating the student roster, and drafting newsletters. Afternoons include taking minutes, managing PTA communications, and coordinating with the marketing team for social media updates. Evenings wrap with filing records, organizing supplies, and planning the next day, ensuring seamless operations in Tatu City’s vibrant school environment.

Why Tatu City Is Ideal

Tatu City’s modern, planned urban setting makes it an ideal location for the administrative assistant role, with proximity to Nairobi’s business hub and access to resources. The campus’s innovative environment supports professional growth, and its community focus aligns with Nova Pioneer’s mission, offering a dynamic workplace for administrative professionals passionate about education.

Preparing for Success

To excel as an administrative assistant, master Google Suite and Microsoft Office through online tutorials, and practice drafting professional correspondence. Highlight 2-4 years of administrative experience in your CV, emphasizing educational or startup exposure. Prepare for the interview process by practicing written tasks or demonstrations, and familiarize yourself with enquiry-based learning to align with Nova Pioneer’s vision.

The Broader Impact

As an administrative assistant, your work ensures operational efficiency, enabling teachers and the Principal to focus on student development. By fostering a professional front office and supporting communication, you contribute to Nova Pioneer’s mission to transform African education, impacting students and families in Tatu City and beyond.

Career Growth Opportunities

The administrative assistant role offers pathways to senior administrative or school operations roles, such as office manager or admissions coordinator. Nova Pioneer’s focus on growth provides training and feedback, enhancing your leadership skills for future opportunities in education.

Challenges and Solutions

Challenges include managing high visitor volumes—use prioritization tools. Complex inquiries? Escalate promptly. Multitasking overload? Implement schedules. These strategies ensure success in a fast-paced school environment.

Industry Trends in Educational Administration

The administrative assistant field in education is adopting digital tools like cloud-based systems and CRMs to streamline tasks. Nairobi’s growing education sector demands skilled administrators, making this role a strong fit for Tatu City’s innovative landscape.

Final Thoughts

The administrative assistant role at Nova Pioneer’s Tatu International campus is a transformative opportunity to support education innovation. Apply immediately to join a mission-driven team shaping Africa’s future.

Salary Estimate: KES 25,000–40,000 monthly, based on PayScale (average KSh 289,000 annually or ~KSh 24,083 monthly for administrative assistants in Kenya) and Glassdoor (Nairobi education sector average ~KSh 30,000 monthly), adjusted for 2-4 years of experience and school setting.