Senior Executive Assistant – Protocol & Office Administration

Position: Senior Executive Assistant – Protocol & Office Administration
Location: Kenya
Role Purpose: The Executive Assistant – Protocol & Administration will provide high-level administrative, secretarial, and protocol support to senior leadership.
The role combines executive office management with protocol coordination, ensuring efficient day-to-day operations while upholding professional standards of etiquette, confidentiality, and institutional representation during official engagements.
Key Responsibilities

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• Manage the executive’s calendar, appointments, and scheduling of meetings.
  
• Prepare, format, and manage official correspondence, reports, briefs, and presentations.
  
• Coordinate meetings, including agenda preparation, minute-taking, and follow-up on action points.
  
• Maintain organized filing systems (physical and electronic) in line with records management best practice.
  
• Screen calls, manage emails, and handle confidential information with discretion.
  
• Coordinate travel arrangements, accommodation, and logistics for official and business travel.
  
• Coordinate protocol arrangements for official meetings, events, dignitary visits, and stakeholder engagements.
  
• Advise on and implement appropriate protocol, etiquette, and precedence during formal functions.
  
• Liaise with government offices, embassies, partners, and external stakeholders on protocol matters.
  
• Oversee day-to-day office administration to ensure a well-organized and efficient work environment.
  
• Coordinate office supplies, assets, equipment, and service providers.
  
• Support onboarding logistics for new staff, including workspace preparation and administrative requirements.
  
• Monitor office utilities, repairs, and maintenance in liaison with vendors and service providers.
  
• Ensure compliance with internal administrative procedures and office policies.
  
• Support preparation and tracking of administrative budgets and office-related expenditures.
  
• Coordinate internal communications, circulars, and notices as directed.
  
• Manage guest reception, seating arrangements, order of precedence, and event logistics
  
• Ensure proper handling of official invitations, RSVPs, and ceremonial documentation.
  
• Act as a liaison between the executive office and internal departments.
  
• Track deadlines, follow up on executive directives, and ensure timely execution.
  
• Support planning and coordination of board, management, and high-level meetings.
  
• Assist in drafting internal memos, notices, and official communications.
  

Qualifications & Experience
Academic & Professional Qualifications

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• Diploma or Degree in Secretarial Studies, Business Administration, Office Administration, Public Relations, International Relations, or a related field.
  
• Professional certification such as KASNEB (CPS), ICM, ICSA, or equivalent is a strong advantage.
  
• Formal training or demonstrated experience in protocol, diplomacy, or corporate etiquette is required.
  

Experience

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• Minimum 3–5 years’ experience in an Executive Assistant, Personal Assistant, Senior Secretary, or Protocol role.
  
• Prior experience supporting senior executives, principals, or directors is essential.
  
• Exposure to protocol in government, diplomatic missions, NGOs, corporates, or international organizations is highly desirable.
  

Key Competencies & Skills

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• Strong organizational and time-management skills.
  
• Excellent written and verbal communication skills.
  
• High level of professionalism, discretion, and confidentiality.
  
• Sound understanding of protocol, etiquette, and formal office procedures.
  
• Proficiency in Microsoft Office and office management systems.
  
• Ability to work under pressure and manage competing priorities.
  
• Strong interpersonal and stakeholder management skills.
  

How to Apply
If you meet the above qualifications, please send your CV and a cover letter to careers@orchidhr.co.ke with the subject line “Senior Executive Assistant – Protocol & Office Administration” by 10th February 2026.
Only shortlisted candidates will be contacted.