Executive Assistant to Executive Director

About the role

This is a non‑traditional Executive Assistant position supporting the Executive Director of a fast‑growing specialist ophthalmic institution serving millions across Kenya. The role focuses on protecting the director’s time, filtering information, and building coordination systems from the ground up.

Key responsibilities

• Own the Executive Director’s calendar end‑to‑end, including scheduling, prioritisation and forward planning.
• Manage the inbox: triage messages, draft correspondence for approval and close threads independently.
• Coordinate meeting governance: prepare agendas, capture minutes within 24 hours, maintain a live action tracker and follow up mid‑week with the management team.
• Filter decisions by researching options and presenting structured recommendations to minimise the director’s involvement in routine matters.
• Prepare board and stakeholder materials, track follow‑ups and ensure the director is fully briefed for every significant engagement.
• Handle personal coordination such as travel, logistics, supplier management and proactive scheduling.

Required profile

• 3–6 years of experience supporting senior leaders, preferably at C‑suite level.
• Proven ability to design and implement administrative systems where none existed.
• Highly organised, assertive in following up senior stakeholders and discreet with confidential information.
• Excellent written communication; drafts require minimal editing.
• Self‑starter who brings recommendations rather than problems.

Required skills