🏫 School Jobs · Ngara, Nairobi
Admin Assistant Job at Arya Vedic Academy — International School, Ngara Nairobi
A well-established international school in Nairobi is looking for an experienced, organised, and people-centred Admin Assistant. Deadline: 17 April 2026.
School administration roles are often underestimated — but anyone who has worked in one knows the truth: the Admin Assistant is the heartbeat of the institution. From the moment the school gate opens to the time it locks at the end of the day, everything flows through admin. If you are organised, patient, tech-savvy, and thrive in a busy environment, this role at Arya Vedic Academy could be a great fit.
Let us walk you through exactly what the job involves, what qualifications you need, and how to put together an application that stands out.
About Arya Vedic Academy
Arya Vedic Academy is an international school located in Ngara, Nairobi, operating under the philosophy of "Education for All." It serves a diverse student body and upholds high standards of academic and administrative excellence. As an international school, it operates at a professional level that demands staff who are not just competent — but genuinely committed to a school community.
Full List of Responsibilities
This is a broad and active role. Here is everything the job description covers:
- Handling all incoming phone calls and responding appropriately on behalf of the school
- Receiving school visitors and attending to them with courtesy and patience at all times
- Responding to queries from parents, teachers, and students via email, phone, and WhatsApp
- Monitoring and reporting staff attendance and absences to management
- Managing the biometrics system and CCTV display
- Assisting in the school procurement process — receipt of invoices and dispatch of cheques to vendors
- Supporting the admissions process for new students and the school leaving process for departing ones
- Maintaining staff files, leave records, and internal communications
- Assisting in coordinating school repairs and maintenance
- Fee reconciliation and follow-up on fee defaulters
- Providing first aid to students or accompanying them to the clinic when required
- Facilitating entrance examinations and managing result processing
- Managing the school bell as per the timetable schedule
- Photocopying, printing, and scanning of office documents
- Maintaining a data bank of teacher CVs for HR reference
- Opening and locking of the school administration block
- Preparing staff lists, class lists, and related documents
- Managing student and teacher SMS and Microsoft Teams accounts
- Organising new staff interviews and assisting in joining and clearance processes
- Assisting with staff medical and provident fund joining and withdrawal processes
- Organising fire drills and pest control activities regularly
- Drafting, editing, and dispatching school circulars to the correct groups
- Assisting in formatting term planners, trip forms, and event-related documents
- Keeping a log of all appointments for the CEO and school heads
- Handling any other tasks assigned from time to time
💡 What This Role Really Demands
Look at that list — this is one of the most hands-on admin roles you will find in a school environment. You are handling everything from first aid to fee defaulters to CCTV systems to Microsoft Teams. If you like variety, this will keep you fully engaged. If you prefer narrow, repetitive tasks — this is probably not the right fit.
Minimum Qualifications
EducationDiploma in Business Administration, Secretarial Studies, Management, Human Resource Management, Public Administration, or Education Leadership. A Bachelor's degree in any of these fields is an added advantage.
ExperienceMinimum 3 years of administrative experience specifically in an International School setting. General office experience alone will not meet this requirement.
TechnologyMust be proficient in Microsoft Office Suite — Word, Excel, and PowerPoint. Familiarity with school management systems is a bonus.
First AidFirst Aid training is listed as a requirement under Skills and Competencies. If you have a valid certificate, include it in your application prominently.
Skills & Character
Administrative SkillsFiling, record-keeping, drafting correspondence, and maintaining organised systems
CommunicationStrong verbal and written skills — you will be the voice and face of the school administration daily
Attention to DetailAccuracy in records, circulars, and fee reconciliation is non-negotiable
ConfidentialityStaff files, student records, and HR processes require absolute discretion
Patient & KindThe school environment involves children, worried parents, and busy teachers — calm and kindness go a long way
Organisational SkillsPrioritisation is key — multiple things will demand your attention simultaneously
⚠️ The International School Experience Requirement Is Firm
The JD specifically states "minimum 3 years of administrative experience in an International School" — not just any school, not just any office. If your background is in government schools, private Kenyan curriculum schools, or general office admin, you may still apply, but address this gap directly in your cover letter. Explain what makes your experience comparable and why you are ready for the international school environment.
How to Apply — Step by Step
- 1Check your qualificationsDo you have the diploma (or degree), the 3 years in an international school, and proficiency in Microsoft Office? If yes — apply confidently. If not — address the gap in your cover letter.
- 2Update your CVTailor it to this role. Lead with your school admin experience. List the specific systems, tools, and processes you have handled — biometrics, SMS platforms, Microsoft Teams, fee tracking, admissions. Specifics matter.
- 3Write a focused cover letterOpen with your school admin background. Demonstrate that you understand the pace and diversity of responsibilities in an international school. Mention your First Aid certification if you have one — it is listed as a required skill.
- 4Send your applicationEmail your CV to hr@aryavedicacademy.sc.ke. Keep your subject line clear: "Application – Admin Assistant." Attach both your CV and cover letter as PDF files.
- 5Apply before 17 April 2026The deadline is 17 April 2026. Schools often shortlist on a rolling basis, so do not wait until the last day. Apply as soon as your documents are ready.
⏰ Application Deadline: 17 April 2026 — Send to hr@aryavedicacademy.sc.ke
📄 Get a School Admin CV That Opens Doors
School HR managers screen dozens of CVs for roles like this. What separates shortlisted candidates is how clearly their experience maps to the job description. Our team at Jobsmartic writes targeted CVs and cover letters for education sector and admin roles — tailored to the specific school environment and what hiring managers in Kenyan international schools are looking for.
