Executive Assistant Job in Kenya

Purpose of the Role

The Executive Assistant (EA) to the CEO provides comprehensive, proactive, and confidential support to the Chief Executive Officer, the Board of Directors, and the Executive Team. The role’s primary focus is on correspondence, ensuring the CEO’s time is used effectively and that engagements run smoothly. The EA is expected to anticipate needs, exercise sound judgement, maintain a high level of professionalism and confidentiality, and contribute to the efficient running of the Office of the CEO.

Reporting Lines and Working Relationships

The Executive Assistant reports directly to the CEO and functions under the indirect/coordinating oversight of the Chief of Staff, who supports the alignment of priorities and workflow across the Office of the CEO. In practice, this means:

Day-to-day instructions, priorities, and tasking come primarily from the CEO.
The Chief of Staff provides guidance on prioritization, coordination with the wider Office of the CEO, and may delegate or reassign tasks in consultation with the CEO.
Where instructions from the CEO and Chief of Staff appear to conflict, the EA should seek clarification from the CEO.

The EA works closely with the Board of Directors, Senior Management Committee, major donors, partners, and SFG staff across the organization, acting as a key point of contact and ensuring professional and respectful relationships are maintained with all stakeholders.

Scope of Work and Key Responsibilities

Calendar, Travel, and Correspondence (Primary Focus)

Proactively manage the CEO’s calendar, scheduling and prioritizing appointments, meetings, and engagements, and resolving conflicts in good time.
Arrange local and international travel and accommodation for the CEO, including itineraries, visas, and logistics.
Manage the CEO’s correspondence – monitoring, drafting, prioritizing, and following up on emails, letters, and other communications on the CEO’s behalf.
Prepare the CEO for engagements by ensuring relevant briefing materials, documents, and background information are available in advance.

Support to the Office of the CEO

Organize meetings, including logistics, agendas, minutes, and follow-up of action points.
File and retrieve corporate records, documents, and reports.
Research and compile information to prepare documents and presentations for review by the Board, committees, and Executive Team.
Act as the main point of contact and interface between the CEO and Management, the Board, Major Donors and Partners – ensuring meetings are scheduled, minutes and action points followed up and executed.
Support the CEO’s planning and preparation for participation in high-level events and meetings.
Serve as a point of contact for the CEO with all internal staff.

Board Engagement

Fulfil the role of board liaison for logistical and administrative matters.
Assist with board communications and coordinate board meetings and documentation.

Operational Support

Facilitate the flow of information and communication from the Office of the CEO throughout the organization and to external stakeholders and partners.
Support the CEO in developing presentations as required.
Manage expenses for the Office of the CEO in line with Space for Giants’ standard operating procedures.
Help ensure performance reviews for relevant staff take place in a timely manner, twice a year, as directed.
Help ensure the Office of the CEO operates efficiently, cost-effectively, and responsively to the needs of Space for Giants.
Manage Journeys for Giants (JFG) accommodation bookings, travel, logistics, and related correspondence for donor safaris.

Stakeholder Management

Maintain professional and respectful relationships with SFG staff, donors, the Board, partners, and community members, representing the Office of the CEO with discretion and tact.

Special Projects

Act as an SFG Ambassador and represent the CEO when requested.
Provide input on special assignments as requested by the CEO or Chief of Staff.
Conduct research and assessments on special projects and report on findings as required.

Culture and Values

Promote and embody Space for Giants’ organizational culture, vision, and values – Passion, Integrity, Respect, Sustainability, and Innovation – with internal and external stakeholders.
Encourage behaviors that reinforce the organization’s culture contract among colleagues.

Other

Undertake any other relevant tasks related to the role as directed by the CEO or Chief of Staff.

Authority and Decision-Making

Within the scope of this role, the Executive Assistant is authorized to:

Schedule, reschedule, and prioritize items on the CEO’s calendar in line with agreed priorities.
Communicate directly with Board members, donors, partners, and staff on logistical and administrative matters on behalf of the CEO.
Approve and process routine expenses for the Office of the CEO in line with Space for Giants’ financial policies and approval limits.
Represent the CEO at the level and on the matters specifically delegated by the CEO.

Matters of strategic, financial, or reputational significance, or any request that falls outside agreed parameters, should be referred to the CEO and/or Chief of Staff before action is taken.

Deliverables and Performance Indicators

Performance in this role will be assessed against, among other things:

A well-organized, conflict-free, and up-to-date CEO calendar.
Timely, accurate, and cost-effective travel and accommodation arrangements.
Correspondence handled professionally, accurately, and within agreed timeframes.
Board and committee documentation prepared, circulated, and filed on schedule.
Action points from meetings tracked and followed up to completion.
Positive feedback from the CEO, Board members, donors, and partners on responsiveness and professionalism.
Performance reviews for relevant staff completed on schedule, twice a year.

Performance will be reviewed in line with Space for Giants’ standard performance management cycle, with the CEO as the primary appraiser and input from the Chief of Staff as appropriate.

Person Specification

Key Skills and Attributes

Efficient, hard-working, driven, flexible, organized and diligent, with excellent attention to detail.
Trustworthy and highly motivated, with the discretion required to handle confidential information.
Willing to work flexible hours when required by the demands of the Office of the CEO.
Committed to upholding the cultural values and code of conduct of Space for Giants: Passion, Integrity, Respect, Sustainability and Innovation.

Qualifications, Experience and Competencies

Bachelor’s degree in business administration or a related field.
Minimum of 5 years’ applicable administrative experience.
Demonstrated experience supporting C-level executives, preferably within international organizations.
Tech savvy – proficient in Microsoft Office (Outlook, Word, Excel and PowerPoint), Adobe Acrobat, and Google services (Gmail, Google Calendar, etc.); social media platform experience an advantage.
Experience in travel and tourism management would be advantageous.
Strong organizational skills, with the ability to perform and priorities multiple tasks seamlessly and with excellent attention to detail.
Excellent interpersonal skills and the ability to build relationships with staff, board members, external partners and donors.
Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
Strong oral and written communication skills, with the ability to communicate clearly and effectively with senior leaders and external partners.
Preferred: international work experience and experience in the conservation or international development sectors.