Executive Assistant to the COO

About the Role

We are looking for a dynamic, well-presented and highly capable Executive Assistant to the COO to provide strategic, administrative and personal support in a fast-growing, family-owned FMCG company.

The ideal candidate will be confident, smart, tech-savvy, who brings both strong organizational skills and emotional intelligence to the role. This position is designed to grow into a Chief of Staff role in the future, for someone who thrives in fast-paced environments, communicates exceptionally, and can manage up, down and across teams.

• Manage and optimize the COO’s calendar and appointments
  

• Block time for strategic thinking and ensure adequate buffer between meetings
  

• Accept, reschedule, or decline invitations professionally on behalf of the COO
  

• Coordinate multi-time-zone meetings, logistics, and internal priorities
  

• Triage and prioritize the COO’s email inbox
  

• Draft and respond to emails and internal communications
  

• Flag urgent messages and help manage relationships with key stakeholders
  

• Maintain templates and assist with professional correspondence
  

• Prepare agendas and briefing documents ahead of meetings
  

• Pre-read and summarize documents for the COO prior to meetings
  

• Join meetings to take notes, track action points, and ensure follow-up
  

• Manage Zoom/Teams logistics and organize documents for discussions
  

• Create presentations and decks as needed
  

• Maintain a list of ongoing projects and help manage key deadlines
  

• Follow-up with department heads and direct reports on behalf of the COO
  

• Support dashboards, trackers, and internal coordination across departments
  

• Liaise with the CFO and department leads for budgeting, reporting, and expense management
  

• Book travel, accommodation, visas, and prepare itineraries
  

• Schedule personal appointments, manage reminders, and handle family logistics
  

• Process reimbursements and maintain office/vendor records
  

• Occasionally run personal errands or assist with family needs
  

• Act as a filter and gatekeeper for the COO’s time and attention
  

• Identify operational or cultural bottlenecks and flag them early
  

• Shadow the COO to learn their style and step in when needed
  

• Coordinate external relations with clients, board members, and partners
  

• Manage the COO’s LinkedIn content and external image in coordination with marketing
  

• Prepare talking points for events, podcasts, or media engagements
  

• Create and organize media files, company brand assets, and COO documentation
  

Qualifications

• Minimum 7 years’ experience as an Executive Assistant to a COO
  

• Proven track record of handling tasks similar to those listed above
  

• Strong command of English and Swahili; excellent verbal and written communication
  

• Smart, well-dressed, confident, and calm under pressure
  

• Highly proficient in Microsoft Office (Word, Excel, PowerPoint), Outlook and other relevant tools
  

• Naturally organized, decisive, proactive, and discreet
  

• Comfortable managing both professional and personal tasks
  

• Ambitious and growth-minded with a long-term view
  

• Strong interpersonal skills to work with staff, vendors, clients, and board members
  

Why Join Us

• Work directly with a visionary COO leading a scaling FMCG business
  

• Be part of a highly ambitious leadership journey across Africa
  

• Receive mentorship and long-term development with a path to a Chief of Staff role