Executive Assistant at Ol Pejeta Conservancy (OPC)

Role Summary 

The Executive Assistant provides day-to-day administrative and coordination support to the CEO and the C-Suite functions by ensuring their smooth and efficient operation. The role holder will be responsible for coordinating diaries, meetings, travel, correspondence and office administration while supporting a range of organisational projects and executive activities.  

Key Responsibilities: 

• Executive Administrative Support: Provide comprehensive administrative support to the CEO/C-Suite functions, ensuring day-to-day activities are well organised, prioritised, coordinated and delivered efficiently.  
• Diary and Meeting Coordination: Manage and maintain the CEO’s diary, schedule meetings and appointments, set reminders, coordinate meeting logistics, prepare agendas and supporting documentation, and ensure the CEO is fully prepared for meetings and engagements.  
• Leadership Team Coordination: Coordinate regular meetings between the CEO and the leadership team and manage the process of obtaining required briefings, reports from the leadership team to ensure the CEO is adequately prepared for scheduled engagements.  
• Correspondence and Communication: Read, screen and appropriately prioritise incoming correspondence, reports and emails; draft routine correspondence and presentations; handle matters within delegated authority; and forward relevant matters to the CEO for advice or action.  
• Travel and Logistics: Coordinate travel arrangements, accommodation, transportation,  itineraries and visits logistics for the CEO, Senior Leadership Team and other stakeholders as may be required.  
• Meeting Documentation and Follow-up: Prepare and distribute meeting materials, record minutes, maintain action trackers, follow up on outstanding actions and ensure deadlines and commitments are appropriately monitored.  
• Research and Preparation: Undertake desktop research and compile relevant information,  briefing notes and reports to support the CEO’s preparation for meetings, presentations and other stakeholder engagements. 
• Project and Administrative Coordination: Provide administrative support for organisational projects by coordinating activities, tracking actions, maintaining project documentation, monitoring deadlines, and following up with relevant stakeholders.  
• Stakeholder Coordination: Maintain positive and professional working relationships with colleagues, trustees, donors, suppliers and other internal and external stakeholders, ensuring effective communication and timely follow-up.  
• Records and Document Management: Maintain accurate and organised filing systems and records of papers, correspondence and electronic documents on behalf of the CEO, ensuring information is accurate, complete, accessible, up-to-date, and appropriately managed.  
• Office Administration: Coordinate administrative processes within the C-Suite functions and ensure that required reports, minutes, documentation and other administrative outputs are prepared and maintained as necessary.  
• Confidentiality and Professionalism: Handle confidential and sensitive information with complete discretion, maintaining a high level of confidentiality, integrity and professionalism in all interactions.  
• Continuous Improvement: Identify opportunities to improve administrative and coordination processes, introduce practical solutions, and actively seek opportunities to learn and develop relevant skills.  
• Other Duties: Undertake any other duties as may be assigned from time to time.

Qualifications, Experience and Skills:

Qualification 

• A Bachelor’s Degree in Business Administration, Management or a related field.
• Familiarity with ERP systems, travel booking platforms, and event management tools is preferred 

Experience  

• 3-5 years’ experience in an administrative, office coordination or customer service role is desirable.  
• Experience supporting senior managers will be an advantage but not essential. 
• Recent graduates with strong organisational skills and relevant internship experience are encouraged to apply. 

Key Skills and Competencies 

• Highly organised with excellent attention to detail.  
• Strong written and verbal communication skills.  
• Proactive, positive and eager to learn.  
• Excellent time management and ability to priorities competing tasks.  
• Professional, trustworthy and able to maintain confidentiality.  
• Strong interpersonal skills with a customer-service mindset.  
• Able to work independently while knowing when to seek guidance.  
• Adaptable, flexible and calm under pressure.  
• Good working knowledge of Microsoft Office (Word, Excel, Outlook and PowerPoint). 
• Commitment to continuous learning and personal development.