Executive Personal Assistant

Role Overview

This role ensures the executive’s office runs smoothly by managing a disciplined calendar, coordinating cross‑departmental follow‑ups, and maintaining clear action logs. Day‑to‑day work involves reviewing reports from departmental heads for completeness and evidence, tracking assignments, and preparing weekly and monthly business packs tied to scorecards and KPIs. The position is central to improving communication flow, document control, and overall executive‑office discipline in a fast‑paced operating environment.

Key Responsibilities

• Maintain a structured executive calendar that protects time for strategic priorities and ensures all recurring and ad‑hoc business reviews are scheduled and held on time
• Review reports submitted by department heads for completeness, consistency, supporting evidence, clear ownership of actions, and follow‑up status
• Keep a live action tracker that records assignments to department heads and other managers, and drive timely closure of critical issues affecting the executive office
• Capture discussion points and decisions from management meetings, converting them into actionable logs with assigned owners and deadlines
• Compile weekly and monthly business packs for the executive, ensuring they are evidence‑based and directly linked to departmental balanced scorecards, key performance indicators, and risk trackers
• Monitor and improve communication channels, confidentiality practices, document control procedures, and overall discipline within the executive office
• Support the executive in following up on credit/collections, supply‑chain reporting, sales reporting, or management‑accounting packs as needed

Requirements & Qualifications

• At least five years of experience supporting senior executives, ideally in petroleum, energy, logistics, FMCG, trading, finance, manufacturing, or a multi‑branch operational environment
• Strong proficiency in Microsoft Office – particularly Outlook/Calendar, Excel, Word, and PowerPoint – with familiarity in ERP or CRM dashboards considered a plus
• Hands‑on experience maintaining action trackers, meeting minutes, management reports, confidential records, and senior‑executive correspondence
• Exposure to balanced scorecard and KPI tracking, sales reporting, credit/collections follow‑up, supply‑chain reporting, or preparation of management‑accounting packs is an added advantage
• A Bachelor’s degree in Business Administration or an equivalent qualification

What We Offer / Why Join

A monthly salary in the range of Ksh 45,000 to 60,000, based on experience and qualifications. You will work closely with senior leadership, gaining exposure to high‑level operations in a sector that often spans petroleum, trading, or multi‑branch logistics.