Secretary / Personal Assistant

Job Vacancy: Secretary / Personal Assistant

Industry: Corporate Services

Employment Type: Full-time

Remuneration: Kshs. 34,500 (Starting) | Kshs. 40,250 (Post-Probation)

Location: Industrial Area (Road C), Nairobi

Position Summary

We are seeking a highly organized and emotionally mature Secretary/PA to provide comprehensive administrative and strategic support to the Chairman. This role goes beyond basic scheduling; it requires a professional capable of managing complex calendars, handling sensitive corporate governance documents, and acting as a seamless liaison between the executive office and high-level stakeholders. The ideal candidate will be proactive, detail-oriented, and possess the discretion necessary to handle confidential company information at a Board level.

Core Responsibilities

Executive Facilitation & Calendar Management

• Orchestrate the Chairman’s daily, weekly, and monthly schedule, ensuring a balanced and efficient workflow.

• Proactively identify and resolve scheduling conflicts before they impact operations.

• Prepare comprehensive daily briefings and structured meeting agendas to ensure the Chairman is fully prepared for all engagements.

• Screen and prioritize all incoming communication, including high-level emails and calls, drafting professional responses where appropriate.

Board Support & Corporate Governance

• Prepare, format, and distribute high-quality documentation for Board of Directors meetings.

• Attend executive meetings to record accurate, detailed minutes and maintain the official record of proceedings.

• Rigorously follow up on Board decisions and action points to ensure organizational compliance.

• Safeguard sensitive company records and maintain a secure digital and physical filing system.

Logistics & Global Coordination

• Manage end-to-end travel logistics for both local and international trips, including flight bookings, accommodation, and visas.

• Develop detailed travel itineraries and briefing packs to ensure smooth transit and successful business engagements.

• Act as the primary point of contact for senior management, external partners, and high-profile clients.

Administrative Integrity

• Draft high-level correspondence, internal memos, and executive summaries with precision.

• Support general office operations and oversee special projects as assigned by the Chairman.

• Ensure all administrative outputs reflect the professional standards and reputation of the Chairman’s office.

Qualifications & Professional Requirements

Academic & Technical Profile

• Education: Diploma in Secretarial Studies, Business Management, Law, or a related field.

• Experience: 3–5 years of proven experience as a PA or Secretary to a Senior Executive or Director.

• Technical Skills: Advanced proficiency in MS Office (Word, Excel, PowerPoint, and Outlook).

Essential Criteria

• Communication: Exceptional written and verbal communication skills with a refined professional tone.

• Confidentiality: An unwavering commitment to integrity and the ability to handle private data with absolute discretion.

• Proactivity: A self-motivated worker who can anticipate needs and operate with minimal supervision.

• Professionalism: High emotional maturity and a calm demeanor when navigating high-pressure corporate environments.

Why Join Us

• Structured Pay Growth: Clear salary progression from a starting rate of Kshs. 34,500 to Kshs. 40,250 following successful probation.

• Executive Exposure: Gain high-level experience in corporate governance and strategic management.

• Convenient Location: Centrally located in the Industrial Area (Road C).

If you possess the organizational precision and professional maturity required for this role, please submit your CV for the "Secretary/PA - Chairman's Office" position. Ensure your experience in board support and executive scheduling is clearly highlighted.