About the Role
The successful candidate will serve as the first point of contact for designers, trainees, guests, partners, and beneficiaries while also supporting lab coordination, data collection, machine usage monitoring, training logistics, and member experience within the lab environment.

The ideal candidate should be outgoing, professional, highly organized, comfortable with technology and data management, and genuinely interested in fashion, creative industries, and working with young creatives and designers.

Key Responsibilities
Front Desk and Guest Relations
Welcome and receive all visitors, trainees, designers, partners, and stakeholders entering the Fashion Lab.
Manage front desk operations and maintain a professional, warm, and organized reception environment.
Handle inquiries, direct visitors appropriately, and support day-to-day communication within the lab.
Ensure all guests and beneficiaries sign in and out as required.
Support hospitality and guest coordination during meetings, training, workshops, and events.
Data Collection & Lab Administration
Maintain accurate records of:
Lab attendance
Member/beneficiary usage
Visitor logs
Machine usage and booking records
Training participation
Daily operational activity within the lab
Support data entry, filing, documentation, and reporting processes.
Assist in tracking beneficiary engagement and programme participation for reporting purposes.
Ensure records are updated, organized, and accessible when required.
Support inventory and basic asset tracking within the lab.
Machine & Membership Coordination
Monitor and track machine usage to ensure:
Proper allocation to approved members/beneficiaries
Fair and organized scheduling
Responsible usage of equipment
Coordinate booking schedules for shared lab equipment and workstations.
Report any misuse, maintenance concerns, or operational issues to management.
Support enforcement of lab operational guidelines and member procedures.
Training & Programme Support
Support coordination of training, workshops, mentorship sessions, and learning activities.
Assist trainers and facilitators with participant registration and logistics.
Prepare training attendance sheets, participant records, and basic administrative materials.
Support onboarding and orientation of new lab users and beneficiaries.
Lab Environment & Member Support
Ensure designers, trainees, and visitors feel supported and comfortable within the lab environment.
Help maintain a welcoming, inclusive, creative, and professional atmosphere.
Provide basic coordination support to ensure smooth daily lab operations.
Escalate operational or beneficiary concerns where necessary.
Inclusive Practice & Accessibility Support
Support an inclusive, respectful, and welcoming environment for all beneficiaries, including persons with disabilities and individuals from diverse backgrounds.
Assist in ensuring accessibility and inclusion procedures within the lab are observed during training, events, and daily operations.
Support participants who may require guidance, orientation, or basic assistance within the lab environment.
Work collaboratively with management, trainers, and partners to promote equitable participation and positive user experiences within the Fashion Lab.
Qualifications & Experience
Degree in:
Business Administration
Customer Service
Office Administration
Fashion-related field
Communications
Or related discipline
Minimum of 2 years’ experience in:
Reception/front office work
Administrative support
Data collection/record management
Customer service or hospitality
Experience working in a training space, co-working spaces, innovation hub, or fashion-related environment is an added advantage.
Experience using Microsoft Office, Google Workspace, spreadsheets, and digital record systems.
Experience working in inclusive spaces, community programmes, creative hubs, training environments, youth programmes, or organizations supporting diverse beneficiary groups is highly desirable.
Experience interacting with persons with disabilities or supporting inclusive programming is an added advantage.
Demonstrated sensitivity, professionalism, and ability to work respectfully with people from diverse backgrounds and abilities.
Required Skills & Competencies
Excellent interpersonal and communication skills
Strong organization and multitasking ability
Good data entry and record management skills
Professional and customer-oriented approach
Outgoing, friendly, and confident personality
Strong attention to detail
Ability to work in a fast-paced and dynamic environment
Interest in fashion, creativity, and working with designers/youth
Problem-solving and coordination skills
Ability to maintain confidentiality and professionalism
Strong people skills with empathy and emotional intelligence
Ability to create welcoming and inclusive environments
Respectful, patient, and culturally sensitive approach to engagement
Understanding of professionalism within diverse and inclusive workspaces
Preferred Attributes
The ideal candidate should be:

Passionate about fashion and creative spaces
Comfortable interacting with diverse people and stakeholders
Highly dependable and proactive
Presentable and professional
Tech-comfortable and able to learn new systems quickly
Excited about supporting youth, creativity, innovation, and inclusive learning environments
Working Conditions
Full-time position based at the Fashion Lab in Nairobi.
May occasionally support weekend or evening events, trainings, or activations when required

The interested applicants with the required skills are invited to submit their application with the E-Mail subject line ‘’ Fashion Lab Administrative Assistant – Sustainable Fashion & Employment Creation”. Late applications will not be reviewed.

Applications must include ALL of the following in order to be assessed:

1. Cover letter clearly demonstrating how you meet the qualifications for this position including your availability and salary expectation.

2. CV including 2 referees (maximum 2 pages)