Executive Assistant

Pebble + Stem Farms is hiring an Executive Assistant & Operations Coordinator in Kenya to keep the Founder’s work organized and moving. This is a hands-on, practical role: setting up accommodations in Rongai, coordinating official Kenyan documentation appointments, keeping calendars and ClickUp clean, and tracking day-to-day expenses so work stays controlled and on schedule.

This is not a sit-and-wait admin role. We need someone proactive, tech-comfortable, and reliable — someone who closes loops without being chased

Initial priorities (first 2–4 weeks)

- Set up the Rongai apartment as a working base (internet/utilities, essential items, vendor list, simple inventory list)- Create and run a documentation tracker for official Kenyan documentation (appointments, requirements, fees, status, next steps).

- Stand up daily admin systems: expense tracker (cash/M‑Pesa/bank), receipts captured same day, and ClickUp hygiene (owners, due dates, definitions of done).

Ongoing responsibilities

• Calendar management: schedule meetings, confirm attendance, add travel buffers, and send reminders.
• ClickUp maintenance: update tasks daily, remove orphan tasks, chase owners for due dates, and keep the board truthful.
• Expense tracking: log expenses daily and produce a simple weekly summary by category; maintain a clean receipt archive.
• Travel logistics: book trips within Kenya and to/from Kenya (flights, ground transport, lodging, itineraries).
• Written follow-through: draft/edit short emails and messages; fix typos; ask clarifying questions when unclear; send post-meeting follow-ups.
• Problem-solving: coordinate with vendors, officials, and team members to unblock tasks (professionally and respectfully).
• Daily check-in & closeout (non-negotiable)
• Start-of-day (5 minutes): send today’s top 3 priorities + any blockers.
• End-of-day (5 minutes): confirm what closed, what slipped, and what is needed next.
• Anything involving spend must be logged the same day with a receipt photo.

What good looks like (success metrics)

• Accommodation is functional, documented (vendor list + inventory), and maintained with minimal supervision.
• ClickUp is always current: every task has an owner and due date; weekly priorities are visible; no silent failures.
• Daily expense log is up to date; receipts are captured; weekly spend summary is delivered on time.
• Appointments and documentation steps are never missed; status is always known; next steps are clear.
• Communication is proactive: you give updates without being chased and raise risks early.

Required skills

• Strong tech comfort (Google Workspace, spreadsheets, WhatsApp; fast learner for new tools like ClickUp).
• Clear, professional writing and communication; asks clarifying questions when instructions are unclear.
• High reliability: punctual, detail-oriented, and consistent about follow-through.
• Service-minded temperament: calm, respectful, discreet, and able to work with officials/vendors/teams.
• Problem solver: can figure things out and escalate early when blocked.

Compensation & terms

• Starting stipend: KES 5,000/week during a 30-day trial, plus pre-approved reimbursements (transport/airtime/work expenses). Performance review at Day 30 and Day 60 with scope and pay adjustment based on results.
• Trial: 30 days. If performance is strong, scope and compensation may increase after Day 30/Day 60.
• Part-time/project-based to start. We judge based on completed outcomes and consistency of daily check-ins.

How to apply

Send: (1) CV, (2) a short note (5–10 lines) explaining why you’re a fit, (3) your location and availability, and (4) one example of a spreadsheet/task system you’ve used (photo/screenshot ok).

Applications: Email psfarmskeynya@gmail.com  |  WhatsApp 0725827434