Scope of work

The Executive Office Coordinator (or Personal Assistant) will provide high-level administrative, logistical, and strategic support to the Executive Director (ED) and the Executive Office. The role will ensure efficient coordination of executive functions, effective stakeholder communication, and seamless execution of strategic priorities, thereby enabling the ED to focus on organizational leadership and impact.

Specific roles and responsibilities (Not limited to);

• Manage the Executive Director’s calendar, appointments, and schedules, ensuring effective time management and prioritization.
• Support the daily operations of the Executive Office, including tracking follow-ups, coordinating workflows, and ensuring timely completion of action items.
• Prepare and compile briefs, meeting summaries, presentations, and reports for the ED.
• Oversee all travel plans, logistics, itineraries, and expense reconciliations for the ED and visiting guests.
• Ensure the Executive Office operates efficiently and upholds professionalism and confidentiality at all times.

Desirable Skills and Qualifications

• Bachelor’s degree in Business Administration, Management, Social Sciences, Communications, or a related field.
• Minimum of 5 years’ experience providing executive-level administrative or coordination support to C-suite or senior leadership, preferably in NGO, philanthropy, or development sectors.
• Proficiency in Microsoft Office Suite and digital collaboration tools (Teams, Zoom, Google Workspace, etc.).
• Demonstrated experience managing confidential information and handling multiple priorities with discretion and tact.
• Excellent strategic planning and organizational skills, with the ability to manage multiple priorities and projects simultaneously.
• Strong writing, excellent communication and interpersonal skills, with the ability to build relationships with diverse stakeholders.
• Strong analytical and problem-solving skills, with a data-driven approach to decision-making.
• Honest, encourages openness and transparency; demonstrates highest levels of integrity.
• Develops and encourages new and innovative solutions.
• Holds oneself and others accountable for making decisions and managing resources to deliver on the responsibilities.
• Agile worker, future oriented and a strategic thinker.

Work environment and compensation

• ZAF offers a very competitive package that includes a family medical cover, pension scheme, annual leave of 25 working days, and
  other benefits.
• The position will be based in Nairobi, with a physical office and flexible work-from-home possibilities and occasional travels to the
  project areas.
• The job is often not an 8 am – 5 pm job. The job has flexibility, and is also demanding, requiring high skills of work-life balance, and
  a strong sense of responsibility.
• Work hours – Minimum of 40 hours per week.
• Experience is needed to work in a self-driven and ambitious, fast – paced environment, carrying the heavy responsibility of
  delivering the mission and vision of ZAF.