Executive Personal Assistant

The Executive Personal Assistant will provide high-level administrative and operational support to the executive office. The role involves managing complex schedules, handling sensitive communications, and coordinating projects across multiple business entities to ensure organizational efficiency and the successful delivery of strategic objectives.

Primary Responsibilities

• Diary and Schedule Management: Manage and continuously update the executive’s diary and schedule across multiple business areas, ensuring priorities are correctly sequenced and time-sensitive matters are addressed without delay.
• Communication Handling: Handle incoming email communications on behalf of the executive office, prioritizing, responding to, and escalating correspondence as appropriate.
• Stakeholder Liaison: Act as the primary point of contact between the executive and internal teams, external partners, contractors, legal counsel, and other stakeholders.
• Executive Support: Provide both professional and personal support to the executive, maintaining the highest standards of confidentiality and discretion at all times.
• Task Coordination: Coordinate and track tasks, deadlines, and operational deliverables across multiple business entities simultaneously.
• Project Support: Support the coordination of renovation and property setup projects, including liaising with contractors and vendors, tracking procurement timelines, and escalating issues.
• Record Keeping: Maintain clear, up-to-date records of project progress, outstanding action items, and key decisions.
• Site Monitoring: Liaise with on-ground site leads to gather real-time progress updates and relay relevant information to the executive office.
• Legal and Procurement Coordination: Coordinate with legal counsel on project requirements and manage procurement activities, including obtaining quotes and tracking delivery timelines.
• Property Operations: Support the coordination of short-let property operations, including maintenance team liaison and ensuring property readiness.

Secondary Responsibilities

• Provide responsive, ad hoc executive support outside of standard working hours when required.
• Maintain organized digital and physical filing systems for correspondence, contracts, and project documents.
• Assist with any other administrative, logistical, or operational tasks to contribute to the efficiency of the executive office.

Requirements and Competencies

• Education: Bachelor’s degree in Business Administration, Management, or a related field.
• Experience: Minimum 3-5 years of verified experience in a PA, executive assistant, or senior administrative support role, ideally supporting a director or C-suite principal.
• Project Coordination: Hands-on, demonstrable experience coordinating projects end-to-end, including procurement, contractor liaison, and timeline tracking. This is a firm requirement and must be evidenced in the application.
• Technical Proficiency: Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and digital task or project management tools.
• Soft Skills: Strong organizational skills, high level of initiative, excellent communication skills, and the ability to handle confidential information with absolute discretion.
• Attributes: Calm under pressure, solutions-focused, and adaptable to a fast-changing, multi-entity work environment.

How to Apply

Candidates meeting the above qualifications should send their CV and a cover letter to careers@orchidhr.co.ke with the subject line "Executive Personal Assistant" by 15th May 2026.