Executive Assistant to the Chief Executive Officer (CEO)

• 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