Position Summary
The
Executive Assistant to
the CEO provides
high-level administrative, coordination, and operational support to the CEO and
the National Office of the Kenya Medical Association. This role ensures
effective communication, document management, and follow-through across policy,
stakeholder engagement, partnerships, and fundraising activities.
Key Responsibilities
- Executive & Administrative Support
- Manage the CEO’s complex calendar, scheduling meetings with
policymakers, healthcare leaders, donors, partners, and internal team
- Prepare agendas, briefing materials, presentations, and background
documents for meetings and events
- Draft, review, and manage correspondence on behalf of the CEO and
the National Office.
- Receive, register, distribute, and transmit official documents,
correspondence, and records on behalf of the National Office
- Send, receive, and manage official emails on behalf of the National
Office, ensuring timely, accurate, and professional communication
- Maintain secure and organized filing systems for electronic and
physical documents
- Handle confidential and sensitive information with discretion Policy
& Stakeholder Engagement Support
- Coordinate meetings and communications with government bodies,
regulators, medical councils, and professional associations
- Track policy-related correspondence, submissions, and deadlines
- Support preparation and circulation of briefing notes, policy
documents, and follow-up communications Fundraising & Partnership
Support
- Coordinate donor and partner communications, including meeting
requests, follow-ups, and documentation
- Assist in preparation, transmission, and tracking of proposals,
agreements, and reports Meeting & Event Coordination
- Organize Standing Committee,National Executive Committee, National
Governing Council and
- Annual General Meetings, including circulation of notices, agendas,
minutes, and action items
- Manage official communications and documentation related to
conferences, fundraising events, and stakeholder engagements Office &
CEO Operations Management
- Track incoming and outgoing correspondence to ensure deadlines and
responses are met
- Support administrative and strategic projects as assigned
Qualifications &
Experience
- Bachelor’s degree or equivalent professional qualification
- 5+ years of experience supporting senior executives, preferably in
healthcare, medical associations, nonprofits, or policy-focused
organizations
- Experience working with boards, senior stakeholders, or fundraising
teams is highly desirable
Key Skills &
Competencies
- Exceptional organizational and time-management skills
- Strong written and verbal communication abilities
- Ability to manage multiple priorities in a fast-paced,
mission-driven environment
- High level of professionalism, discretion, and judgment
- Strong attention to detail and follow-through
- Proficiency in Microsoft Office / Google Workspace and virtual
meeting platforms
- Ability to work independently and anticipate needs
How to Apply
Interested
applicants should address their application, CV and contact details of three
referees to info@kma.co.ke by Wednesday
18th March 2026.
Please
note that only shortlisted candidates will be contacted.
