Executive Assistant NGO Job MEDS Kenya

Admin Jobs, Mission for Essential Drugs and Supplies Jobs.

The position reports to the Chief Executive Officer (CEO) and is responsible for providing administrative and strategic support for effective and efficient operation of the CEO’s office. It acts as the primary contact between the CEO’s office and stakeholders (internal and external).

Key Responsibilities

• Screen calls, filter information/requests and handle visitors for appropriate action
• Receive and distribute incoming mail directed to the CEO’s office (physical and email) to facilitate smooth flow of information and timely implementation of required actions
• Draft and send correspondence, as necessary, on behalf of the CEO for effective communication with internal and external stakeholders
• Support meetings (management, board etc.) and other engagements involving the CEO’s office by drafting agendas, preparing materials, coordinating logistics and follow-up communications to enhance effectiveness and outcomes
• Take minutes of management and other meetings associated with the CEO’s office for accurate record keeping, future reference and accountability
• Manage office supplies to ensure efficient running of activities in the CEO’s office
• Maintain systematic physical and digital filing systems to ensure information, documents and records are accessible and easily retrievable
• Safeguard confidential and sensitive documents ensuring appropriate filling and access controls
• Track implementation of decisions and issues raised by the CEO to facilitate timely action and closure
• Manage and optimize the CEO’s calendar by planning and scheduling appointments, meetings and events to optimize time utilization and aligning activities with organizational goals
• Plan and coordinate logistics for the CEO’s domestic and international travels for seamless execution
• Monitor implementation of strategic work plans and priority projects coordinated through the CEO’s office for effective execution
• Prepare and manage budget for the CEO’s office to facilitate resource allocation, track expenditure and optimize utilization

Candidate Profile

• Bachelor’s degree in Business Administration or related field from a recognized institution
• Proficiency in MS Office Suite (Word, PowerPoint, Excel and Outlook)
• Minimum of 5 years’ relevant experience in a busy senior-level executive office
• Proper understanding of organizational communication, protocol and strategic operations
• Adaptability and flexibility to work in a fast-paced and ever-changing environment
• Training in secretarial studies, proficiency in virtual collaboration platforms and other productivity tools as well as working experience in a faith-based environment are added advantages

If you fit the profile of this position, please submit your application providing the following MANDATORY requirements:

• Detailed CV stating your current position and salary, expected salary, telephone number and email address
• Names and contacts of three (3) Referees (one of whom must be a professional who has supervised you at some point in your career and another a Senior Religious Leader)
• Copy of National Identity Card

How to Apply

To: Chief Executive Officer

Mission for Essential Drugs and Supplies

Email: executive-assistant@meds.or.ke

By: 24th October 2025

Note: This position is open to local hires only. Late applications will not be considered, and only short-listed applicants will be contacted.