The Global Energy Alliance for People and Planet (GEAPP)
Executive Assistant to the Vice President, Africa
Nairobi
Posted 21 February, 2026
Deadline 07 March, 2026
Administration and Office SupportFull-TimeMid-level(3-5 yrs)
Job Description
The Executive Assistant will play a key role in the GEAPP Africa team and will work directly day-to-day with the Vice-President for Africa. This position requires reliability, organization, the ability to anticipate the needs of the Vice President (VP) and the Africa team, and above all, a desire to learn and grow. This position will play a critical role in an expanding team and will support the Africa VP in day-to-day responsibilities and executing the initiative strategy. To be effective in this role, the candidate must be able to advance work independently, maintain confidentiality, and work across a complex organization with high-profile internal and external partners.
Principal Duties and Responsibilities
Calendar Management: Manage the calendar for the VP, including identifying key deadlines and milestones in team plans. Coordinate complex meetings with multiple participants and locations globally with high efficiency.
Grant & Contract Tracking: Track grants, contracts, and program-related investments; work with project leads to ensure timely processing of deliverables, invoices, and amendments.
Salesforce & CRM: Maintain active updates of all activities on the Salesforce platform, track deliverables and deadlines, and provide regular reports to the VP on country-specific activities.
Administrative Support: Support the processing of new grants and investments, setting timelines for program development, following up on legal/financial approvals, and engaging with operations teams.
Process Champion: Encourage and track the appropriate use of Salesforce and other Customer Relationship Management (CRM) tools for tracking opportunities and partners.
Team Coordination: Organize monthly check-in touchpoints between country teams and the Global grants/contracts team.
Logistics & Travel: Coordinate domestic and international travel arrangements, ensuring tight schedules and well-articulated itineraries, including visa application processes.
Communications & Documentation: Assist in creating high-level presentations (Board presentations), budgets, forecasts, white papers, and managing the executive’s LinkedIn page.
Meeting Support: Attend meetings on behalf of the VP, take minutes, and provide feedback. Organize logistics for events, including AV equipment and materials preparation.
Database Management: Maintain internal contact databases and a proper filing system (physical and electronic) via Box and Salesforce.
Financial Support: Prepare monthly expense reconciliations and on-demand expense reports for the VP's expenditure.
Education, Experience, and Skills
Education: A bachelor's degree in business administration, communications, management, or a related field is preferred.
Experience: 3-5 years of executive-level administrative experience supporting an Executive Leader.
Organizational Background: Previous experience in a complex, fast-paced global organization or non-profit is required.
Confidentiality: Direct experience in managing sensitive and confidential matters with professionalism.
Soft Skills: High positive mindset, proactive problem-solving, and strong decision-making capability.
Communication: Excellent interpersonal, written, and verbal communication skills.
Project Management: Proven ability to deliver high-quality, accurate work on time in a high-pressure environment.
Interested and qualified candidates should apply via the GEAPP recruitment page on Greenhouse. You can access the application link through: https://www.myjobmag.co.ke/apply-now/1158908.
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