Executive Personal Assistant

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: 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, ensuring clear and timely communication.
• Executive Support: Provide both professional and personal support to the executive, maintaining the highest standards of confidentiality and discretion.
• Operational Coordination: Coordinate and track tasks, deadlines, and operational deliverables across multiple business entities simultaneously, following up proactively.
• Project Support: Support the coordination of renovation and property setup projects, including liaising with contractors and vendors, following up on procurement, tracking timelines, and escalating issues.
• Records Management: Maintain clear, up-to-date records of project progress, outstanding action items, and key decisions.
• Site Liaison: Liaise with on-ground site leads to gather real-time progress updates and relay relevant information to the executive office.
• Legal Coordination: Coordinate with legal counsel on project-related requirements, client needs, and approvals.
• Procurement: Support procurement activities, including obtaining quotes, comparing supplier options, tracking orders, and confirming delivery timelines.
• Property Operations: Support the coordination of short-let property operations, including maintenance and service quality. Follow up on property repairs, restocking, and maintenance requirements.
• Guest Relations: Assist with guest-related matters relating to short-let properties to maintain occupancy standards.

Secondary Responsibilities

• Ad-hoc Support: Be available for responsive, ad hoc executive support outside of standard working hours when required by the executive office.
• Filing Systems: Maintain organized digital and physical filing systems for correspondence, contracts, project documents, and operational records.
• General Efficiency: Support the executive with any other administrative, logistical, or operational tasks as they arise.

Requirements & 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 Management: Hands-on, demonstrable experience coordinating projects end-to-end, including procurement, contractor liaison, and timeline tracking (This is a firm requirement).
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and digital task or project management tools.
• Organization: Strong organizational and multi-tasking skills, with the ability to manage competing priorities across multiple entities.
• Initiative: High level of initiative and accountability with the ability to follow through independently.
• Communication Skills: Excellent written and verbal communication skills for engaging with diverse stakeholders.
• Discretion: Ability to handle sensitive and confidential information with absolute discretion.
• Adaptability: Calm under pressure, solutions-focused, and adaptable to a fast-changing 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.