Administrative Assistant Job at CrossBoundary

What You’ll Do 

• CrossBoundary Energy (CBE) is recruiting an Administrative Assistant to provide reliable administrative and logistical support across CBE’s general operations, together with as-needed executive support. This role is the engine room of day-to-day coordination, keeping travel, events, vendor engagement, document management, and office logistics running smoothly across multiple jurisdictions. This role works closely with the Senior EA for functional guidance, onboarding, and day-to-day coordination on shared workstreams. 

General & Wider Administrative Support 

• Support events, conferences, and workshop logistics. 
• Coordinate CBE group travel, visa documentation, business card procurement, and team welfare logistics in offices with no country admin. 
• Manage SWAG ordering and tracking for events and client gifting. 
• Handle PPE and signage orders for Nairobi as required. 
• Coordinate CBE DHL mailing of contracts and documents. 
• Manage CBE stamping — maintaining the active tracker, coordinating with lawyers across jurisdictions, and handling wet-ink signing logistics and filing in Nairobi (with Senior EA oversight and collaboration). 
• Manage day-to-day vendor engagement and escalation flagging, while maintaining the billing database. 
• Work with finance to draft an FAQ sheet confirming billing entities and approved travel budgets during bookings. 
• Maintain active membership subscriptions (e.g. AMEC). 
• Provide support to the Operations team.  

Executive Support (Secondary / As-Needed) 

• Provide calendar support and meeting scheduling. 
• Manage routine travel arrangements. 
• File expense reports and submit claims. 
• Procure business cards. 
• Act as a general point of contact for these executives.