EXECUTIVE ASSISTANT TO THE CEO

EXECUTIVE ASSISTANT TO THE CEO

Orchid HR

Admin & Office

Job descriptions & requirements
Job Title: Executive Assistant to the CEO
Employment type: Full time
Location: Nairobi
JOB PURPOSE
The Executive Assistant to the CEO provides high-level, day-to-day administrative and operational support to a busy chief executive who leads a portfolio of business entities. The role sits at the center of the CEO's office: you will keep the diary and inbox under control, make sure priorities are met, and track projects and deliverables so that nothing is missed.
This is a role for someone who has worked alongside senior leaders in a fast-moving technology environment and knows how to run an executive office in it. You will be comfortable with AI tools and digital platforms, and you will use them to make the CEO's office quicker, sharper and better organized. You will be highly organized, discreet and proactive, and able to manage competing demands with calm and precision.
PRIMARY RESPONSIBILITIES
• Manage and continuously update the CEO's diary across multiple business areas, sequencing priorities correctly and dealing with time-sensitive matters without delay.
• Manage the CEO's inbox: prioritize, draft and send responses, and escalate correspondence as appropriate.
• Act as the main link between the CEO and internal teams, external partners, contractors, legal counsel, investors and other stakeholders, keeping communication clear and timely.
• Prepare agendas, briefing notes, reports and presentations for the CEO, take notes in meetings, and follow up on actions and decisions.
• Provide professional and personal support to the CEO, handling sensitive information with absolute discretion.
• Coordinate and track tasks, deadlines and operational deliverables across multiple business entities at the same time, following up proactively so nothing slips.
• Maintain clear, up-to-date records of project progress, outstanding actions and key decisions, and keep the CEO informed with concise updates.
• Help manage competing priorities by flagging early any item at risk of delay or non-delivery.
• Work with contractors, vendors and on-ground site leads to gather real-time progress updates and relay them to the CEO's office.
• Support procurement by obtaining quotes, comparing supplier options, tracking orders and confirming delivery timelines.
• Use AI tools to speed up research, drafting, summarizing, scheduling, documentation and reporting, while checking outputs for accuracy and protecting confidential information.
• Set up and maintain task trackers, dashboards and shared workspaces that give the CEO a clear view of priorities and progress.
• Identify repetitive tasks that can be automated or simplified, and recommend better tools and ways of working.
SECONDARY RESPONSIBILITIES
• Be available for responsive, ad hoc executive support outside standard working hours when the CEO's office requires it.
• Maintain organized digital and physical filing systems for correspondence, contracts, project documents and operational records.
• Support the CEO with any other administrative, logistical or operational tasks as they arise.
REQUIREMENTS AND COMPETENCIES
• Bachelor's degree in Business Administration, Management or a related field.
• 4 to 6 years in an Executive Assistant, Personal Assistant or senior administrative support role, ideally supporting a CEO.
• Background working in the technology, finance, construction or public relations industries.
• Working knowledge of AI tools in executive support work.
• Demonstrable experience coordinating projects, including vendor or contractor liaison, procurement follow-up and timeline tracking.
• Proficiency in Microsoft Office.
• Strong organizational and multi-tasking skills, with the ability to manage competing priorities across multiple entities without compromising delivery.
• A high level of accountability, and the ability to follow through independently without needing reminders.
• Excellent written and verbal communication, with the ability to engage professionally with diverse stakeholders.
• Discretion: Absolute discretion with sensitive and confidential information.
HOW TO APPLY
Candidates meeting the above qualifications to send CV to careers@orchidhr.co.ke with the subject line “Executive Assistant to the CEO” by 12th October 2026.