EXECUTIVE PERSONAL ASSISTANT

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Find a Job + + + + Search EXECUTIVE PERSONAL ASSISTANT ORCHID HR Management & Business Development Today Easy apply New Nairobi Full Time Real Estate KSh 75,000 - 90,000 Share link Share on WhatsApp Share on LinkedIn Share on Facebook Share on Twitter Share via SMS Job summary The PA provides high-level administrative and operational support to a busy executive across multiple business entities, blending core PA duties with hands-on project coordination. The ideal candidate should be highly organized, discreet, and proactive, able to manage competing demands with precision. Min Qualification: Bachelors Experience Level: Mid level Experience Length: 5 years Language Requirement: English Working Hours: Full Time - 8 to 5 Applicant Location: Kenya Job descriptions & requirements Primary Responsibilities • 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. • Handle incoming email communications on behalf of the executive office, prioritizing, responding to and escalating correspondence as appropriate. • 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 at all times. • Provide both professional and personal support to the executive, maintaining the highest standards of confidentiality and discretion at all times. • Coordinate and track tasks, deadlines and operational deliverables across multiple business entities simultaneously, following up proactively to ensure nothing is missed. • Support the coordination of renovation and property setup projects, including liaising with contractors and vendors, following up on procurement, tracking timelines and escalating issues to the executive as required. • Maintain clear, up-to-date records of project progress, outstanding action items and key decisions to keep the executive informed at all times. • Liaise with on-ground site leads to gather real-time progress updates and relay relevant information to the executive office. • Coordinate with legal counsel on project-related requirements, client needs and approvals, ensuring smooth information flow between all parties. • Support procurement activities, including obtaining quotes, comparing supplier options, tracking orders and confirming delivery timelines. • Help manage competing priorities across business areas by keeping the executive informed and flagging any items at risk of delay or non-delivery. • Support the coordination of short-let property operations, including liaising with maintenance teams and service providers to ensure property readiness and service quality. • Follow up on property repairs, restocking and maintenance requirements to ensure operational continuity across all properties. • Assist with guest-related matters relating to short-let properties to support smooth operations and maintain occupancy standards. Secondary Responsibilities • Be available for responsive, ad hoc executive support outside of standard working hours when required by the executive office. • Maintain organized filing systems, both digital and physical, for correspondence, contracts, project documents and operational records. • Support the executive with any other administrative, logistical or operational tasks as they arise, contributing to the overall efficiency of the executive office. Requirements & Competencies • Bachelor’s degree in Business Administration, Management or a related field. • Minimum 5 years of verified experience in a PA, executive assistant or senior administrative support role, ideally supporting a director. • Must hold a valid driver's license with 2+ years of driving experience, as the role may require occasional driving duties. • Hands-on, demonstrable experience coordinating projects end-to-end, including procurement, contractor liaison and timeline tracking. This is a firm requirement and must be evidenced in the application. • Familiarity with standard PA responsibilities including diary management, communication handling, stakeholder coordination and confidential executive support. • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and digital task or project management tools. • Strong organizational and multi-tasking skills, with the ability to manage competing priorities across multiple entities without compromising delivery. • High level of initiative and accountability with ability to follow through independently without needing to be reminded. • Excellent written and verbal communication skills, with the ability to engage professionally with diverse stakeholders. • Ability to handle sensitive and confidential information with absolute discretion. • Calm under pressure, solutions-focused and adaptable to a fast-changing, multi-entity work environment. Log In and Apply Important safety tips Do