Executive Assistant to the Chief Executive Officer (CEO)

ABOUT THE COMPANY

The Kenya Medical Association is a national association of doctors and dentists and is mandated by its members to promote the quality practice of medicine in Kenya. KMA holds a strategic position in health sector policy by being in membership of national decision-making boards for the practice of medicine and the protection of patients in Kenya. KMA is using its national professional reach as the only sector player where professionals can bring their input for personnel matters.

JOB SUMMARY

The Executive Assistant to the CEO provides high-level administrative, coordination, and operational supportto the CEO and the National Office of the Kenya Medical Association. This role ensures effectivecommunication, document management, and follow-through across policy, stakeholder engagement,partnerships, and fundraising activitiesQualifications & Experience• Bachelor’s degree or equivalent professional qualification• 5+ years of experience supporting senior executives, preferably in healthcare, medical associations, nonprofits, or policy-focused organizations• Experience working with boards, senior stakeholders, or fundraising teams is highly desirable

RESPONSIBILITIES

• Executive & Administrative Support• Manage the CEO’s complex calendar, scheduling meetings with policymakers, healthcare leaders,donors, partners, and internal teams• Prepare agendas, briefing materials, presentations, and background documents for meetings andevents• Draft, review, and manage correspondence on behalf of the CEO and the National Office.• Receive, register, distribute, and transmit official documents, correspondence, and records on behalf ofthe National Office• Send, receive, and manage official emails on behalf of the National Office, ensuring timely, accurate,and professional communication• Maintain secure and organized filing systems for electronic and physical documents• Handle confidential and sensitive information with discretion Policy & Stakeholder EngagementSupport• Coordinate meetings and communications with government bodies, regulators, medical councils, andprofessional associations• Track policy-related correspondence, submissions, and deadlines• Support preparation and circulation of briefing notes, policy documents, and follow-upcommunications Fundraising & Partnership Support• Coordinate donor and partner communications, including meeting requests, follow-ups, anddocumentation• Assist in preparation, transmission, and tracking of proposals, agreements, and reports Meeting & EventCoordination• Organize Standing Committee,National Executive Committee, National Governing Council andAnnual General Meetings, including circulation of notices, agendas, minutes, and action items• Manage official communications and documentation related to conferences, fundraising events, andstakeholder engagements Office & CEO Operations Management• Track incoming and outgoing correspondence to ensure deadlines and responses are met• Support administrative and strategic projects as assigned

REQUIRED SKILLS

Office administration, management, Secretarial work, Calendar management, Email correspondence, Meeting preparation, Answering telephones and call management

REQUIRED EDUCATION

Bachelor's degree