- 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 teams
- 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
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