Position: Executive Personal Assistant (Executive PA) to the Director

Reports To: Director

Location: Nairobi, Kenya

Employment Type: Full-Time

Seniority: Executive Support

ROLE PURPOSE

The Executive Personal Assistant will provide high-level executive, administrative and

organisational support to the Director, ensuring that the Director's office operates

efficiently and that priorities, meetings, correspondence, travel, documentation and follow-up

actions are effectively managed.

This is not a conventional administrative PA position. The successful candidate must be

a highly organised, proactive, discreet and commercially aware individual who can work

closely with the Director across multiple businesses, projects and stakeholders.

The Executive PA will be expected to anticipate requirements, manage competing priorities,

follow up on instructions and ensure that matters requiring the Director's attention are

properly organised and progressed.

KEY RESPONSIBILITIES

1. Director's Office & Diary Management

Take responsibility for the effective management of the Director's diary.

Schedule and coordinate internal and external meetings.

Prioritise appointments according to urgency and business importance.

Ensure the Director is properly briefed and prepared ahead of meetings.

Maintain an organised schedule across multiple businesses and projects.

Manage meeting changes and conflicting priorities efficiently.

Protect the Director's time by appropriately screening and prioritising requests.

2. Follow-Up & Action Tracking

A major responsibility of this role will be ensuring that instructions and decisions

are followed through to completion.

The Executive PA will:

Record instructions and action points arising from meetings and discussions.

Maintain a central action tracker.

Follow up with department heads, managers and external parties on outstanding

matters.

Track deadlines and commitments.

Remind responsible parties before deadlines.

Escalate delayed or unresolved matters to the Director.

Provide the Director with concise updates on outstanding actions.

Ensure that matters do not remain pending due to lack of follow-up.

The successful candidate must be comfortable professionally holding senior employees and

external parties accountable for agreed actions and deadlines.

3. Meetings & Minutes

Coordinate meetings and prepare agendas where required.

Ensure relevant documentation is available before meetings.

Attend selected management and project meetings.

Take accurate minutes and record decisions.

Prepare clear action points identifying responsible persons and deadlines.

Circulate minutes and action points promptly.

Follow up on agreed actions until completion.

Maintain an organised record of key management decisions.

4. Communication & Correspondence

Manage and prioritise correspondence on behalf of the Director.

Draft professional letters, emails, memos and other communications.

Review incoming correspondence and identify matters requiring urgent attention.

Coordinate communication between the Director and senior management.

Maintain professional communication with external stakeholders.

Ensure correspondence requiring a response is tracked and closed.

The candidate must have excellent written and spoken English and be capable of drafting

senior-level business correspondence with minimal supervision.

5. Document & Information Management

Maintain an organised electronic and physical filing system.

Manage confidential corporate and personal documentation.

Maintain records of important contracts, correspondence, approvals and reports.

Ensure documents can be retrieved quickly when required.

Maintain appropriate confidentiality and access controls.

Coordinate signatures and execution of documents.

Maintain trackers for documents awaiting approval or signature.

6. Management Reporting & Coordination

The Executive PA will act as an important coordination point between the Director and the

Group's management teams.

Responsibilities will include:

Obtain required reports and updates from business heads.

Consolidate information for the Director's review.

Prepare concise executive summaries where required.

Track management reporting deadlines.

Coordinate weekly and monthly management meetings.

Ensure agreed KPIs and action points are reported on.

Highlight overdue or unresolved matters to the Director.

7. Travel & Logistics

Coordinate domestic and international travel.

Arrange flights, accommodation and ground transportation.

Prepare travel itineraries.

Coordinate visas and supporting documentation where required.

Ensure meetings and appointments are appropriately scheduled around travel.

Maintain all necessary travel documentation and records.

8. Stakeholder Management

The Executive PA may regularly interact with:

Senior management and employees.

Shareholders and Directors.

Clients and business partners.

Banks and financial institutions.

Lawyers, auditors and consultants.

Suppliers and contractors.

Public-sector institutions and stakeholders.

International partners and principals.

The candidate must therefore possess excellent interpersonal skills, maturity and

professional judgement.

9. Confidential & Sensitive Matters

The position will involve access to highly confidential information.

The successful candidate must:

Maintain strict confidentiality at all times.

Exercise discretion when handling sensitive information.

Understand appropriate boundaries regarding confidential corporate and personal

matters.

Never disclose information without appropriate authority.

Demonstrate a high level of integrity and trustworthiness.

10. General Executive Support

Prepare presentations, reports and briefing documents.

Conduct basic research and compile information when required.

Coordinate appointments and events.

Manage reminders for important commitments and deadlines.

Assist with administrative requirements across the Director's various business

interests.

Undertake special assignments and projects as directed.

MINIMUM QUALIFICATIONS & EXPERIENCE

The preferred candidate should have:

Minimum 5–7 years' experience as an Executive PA, Executive Assistant or similar

senior executive-support position.

Previous experience supporting a CEO, Managing Director, Chairman, Director

or other senior executive.

Professional experience working in the Kenyan corporate environment.

Bachelor's degree in Business Administration, Management, Communications or

another relevant discipline preferred.

Excellent command of written and spoken English.

Advanced proficiency in Microsoft Outlook, Word, Excel and PowerPoint.

Strong understanding of digital calendars, online meeting platforms and document

management systems.

Ability to prepare professional correspondence and management documents

independently.

Experience working within a diversified group or supporting an executive responsible

for multiple businesses would be a strong advantage.

PERSONAL ATTRIBUTES

The successful candidate must be:

Extremely organised and structured.

Proactive rather than reactive.

Highly discreet and trustworthy.

Confident but respectful.

Strong at following up and closing matters.

Detail-oriented.

Calm under pressure.

Commercially aware.

Professional in appearance and conduct.

Able to communicate confidently with senior executives.

Capable of managing multiple priorities simultaneously.

Comfortable working in a fast-paced environment.

Able to distinguish between urgent, important and routine matters.

Willing to take ownership rather than wait continuously for instructions.

KEY PERFORMANCE INDICATORS

Performance will be measured against:

Effective management of the Director's diary and priorities.

Percentage of action items completed within agreed deadlines.

Quality and accuracy of meeting minutes and correspondence.

Timeliness of follow-up.

Organisation and availability of documentation.

Quality of executive reporting and information provided to the Director.

Efficiency of meeting and travel coordination.

Reduction in matters requiring repeated follow-up by the Director.

Professional management of internal and external stakeholders.

Confidentiality and integrity.

Overall efficiency of the Director's office.

IDEAL CANDIDATE PROFILE

We are seeking an exceptionally organised and proactive Executive PA who understands

that the purpose of the position is to make the Director more effective and efficient.

The successful candidate should not require constant supervision. They should be capable of

receiving an instruction, understanding what needs to happen, coordinating with the relevant

parties, following the matter through and returning to the Director with a clear outcome.

The individual must have the confidence to deal with senior management while

understanding the importance of professionalism, discretion and hierarchy.

Most importantly, the Executive PA must become a reliable control point for the Director's

office, ensuring that meetings, instructions, commitments, correspondence and action points

are properly organised, prioritised, followed up and brought to conclusion.