Senior Executive Assistant – Protocol & Office Administration

Key Responsibilities

1. Manage the executive’s calendar, appointments, and scheduling of meetings.
2. Prepare, format, and manage official correspondence, reports, briefs, and presentations.
3. Coordinate meetings, including agenda preparation, minute-taking, and follow-up on action points.
4. Maintain organized filing systems (physical and electronic) in line with records management best practice.
5. Screen calls, manage emails, and handle confidential information with discretion.
6. Coordinate travel arrangements, accommodation, and logistics for official and business travel.
7. Coordinate protocol arrangements for official meetings, events, dignitary visits, and stakeholder engagements.
8. Advise on and implement appropriate protocol, etiquette, and precedence during formal functions.
9. Liaise with government offices, embassies, partners, and external stakeholders on protocol matters.

10.  Oversee day-to-day office administration to ensure a well-organized and efficient work environment.

11.  Coordinate office supplies, assets, equipment, and service providers.

12.  Support onboarding logistics for new staff, including workspace preparation and administrative requirements.

13.  Monitor office utilities, repairs, and maintenance in liaison with vendors and service providers.

14.  Ensure compliance with internal administrative procedures and office policies.

15.  Support preparation and tracking of administrative budgets and office-related expenditures.

16.  Coordinate internal communications, circulars, and notices as directed.

1. Manage guest reception, seating arrangements, order of precedence, and event logistics.
2. Ensure proper handling of official invitations, RSVPs, and ceremonial documentation.
3. Act as a liaison between the executive office and internal departments.
4. Track deadlines, follow up on executive directives, and ensure timely execution.
5. Support planning and coordination of board, management, and high-level meetings.
6. Assist in drafting internal memos, notices, and official communications.

Qualifications & Experience

Academic & Professional Qualifications

• 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

• 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.