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

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

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

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Executive Assistant to the Chief Executive Officer (CEO)

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