Executive Assistant to the Executive Director

Job Title: Executive Assistant to the Executive Director

Administrative Reporting: Human Resources Department

Functional Reporting: Executive Director

Job Purpose

The Executive Assistant provides high-level executive, administrative and coordination support to the Executive Director (ED) to facilitate the effective functioning of the Executive Office and implementation of organizational priorities. The position administratively reports to the Human Resources Department and functionally reports to the Executive Director. The Executive Director provides day-to-day functional direction, sets work priorities and oversees deliverables relating to the Executive Office, while Human Resources provides administrative oversight in accordance with the Hospital’s employment policies and procedures.

The role supports the Executive Director in coordinating management activities, monitoring key decisions and action points, preparing executive reports and briefing materials, facilitating communication with internal and external stakeholders, and ensuring timely follow-up on matters requiring the Executive Director’s attention.

The Executive Assistant serves as a key coordination link between the Executive Director, Management Team, Heads of Departments and external stakeholders while maintaining the highest standards of confidentiality, professionalism and discretion.

Key Responsibilities

Executive Office Coordination

• Coordinate the day-to-day activities and priorities of the Executive Director’s Office.

• Manage and coordinate the Executive Director’s calendar, meetings, appointments and official engagements.

• Review and prioritize matters requiring the Executive Director’s attention and ensure appropriate follow-up.

• Coordinate information and documentation submitted to the Executive Director by departments and other stakeholders.

• Maintain an effective system for tracking correspondence, approvals, decisions and pending matters within the Executive Office.

• Ensure that the Executive Director is appropriately briefed and prepared for scheduled meetings and engagements.

Management and Strategic Coordination

• Support the Executive Director in coordinating activities and priorities involving members of the Management Team and Heads of Departments.

• Track management decisions, commitments and action points and follow up with responsible officers on implementation within agreed timelines.

• Maintain an Executive Office action tracker and provide regular updates on outstanding matters.

• Coordinate submission of departmental reports, management updates and other information required by the Executive Director.

• Escalate delayed or outstanding action items to the Executive Director as appropriate.

Executive Reporting and Decision Support

• Prepare briefs, summaries, reports, presentations and other executive documents required by the Executive Director.

• Conduct research and compile relevant information to support management discussions and decision-making.

• Review documents submitted to the Executive Office for completeness and ensure relevant supporting information is available before presentation to the Executive Director.

• Consolidate information and reports from various departments as directed by the Executive Director.

• Support preparation of management reports and other strategic documentation.

• Maintain appropriate records of key executive decisions and directives for follow-up.

Meetings and Follow-Up

• Coordinate Management Team and other meetings convened by the Executive Director.

• Liaise with relevant departments to prepare and circulate meeting agendas and supporting documents.

• Record minutes, decisions and action points where required.

• Maintain an action tracker arising from meetings and follow up with responsible officers to ensure timely implementation.

• Provide the Executive Director with updates on the status of agreed actions.

• Coordinate logistical requirements for meetings hosted by the Executive Director.

Stakeholder Coordination and Communication

• Serve as a coordination link between the Executive Director and Management Team, Heads of Departments and other internal stakeholders.

• Facilitate timely communication of the Executive Director’s instructions, decisions and priorities to relevant officers.

• Liaise professionally with external stakeholders, partners, institutions, service providers and other parties engaging with the Executive Director’s Office.

• Coordinate responses and follow-up on official correspondence addressed to the Executive Director.

• Ensure appropriate communication protocols are maintained within the Executive Office.

Correspondence and Documentation

• Draft, review and prepare official correspondence, reports, presentations, memos and other documents on behalf of the Executive Director.

• Maintain organized and secure electronic and physical records for the Executive Office.

• Ensure documents requiring the Executive Director’s review or approval are appropriately organized and presented.

• Maintain accurate records of incoming and outgoing Executive Office correspondence.

• Ensure proper filing, retrieval and archiving of Executive Office documentation.

Executive Engagements and Travel Coordination

• Coordinate the Executive Director’s official travel arrangements, meetings and external engagements.

• Prepare comprehensive itineraries, meeting schedules and relevant briefing materials.

• Liaise with internal and external parties regarding the Executive Director’s official engagements.

• Coordinate logistical arrangements for official functions, conferences and events attended or hosted by the Executive Director.

• Ensure appropriate follow-up on matters arising from external engagements.

Confidentiality and Governance

• Handle confidential, sensitive and privileged organizational information with a high level of discretion.

• Maintain confidentiality of management discussions, employee information, business information and other sensitive matters handled through the Executive Office.

• Ensure Executive Office records and documents are appropriately secured and accessed only by authorized persons.

• Support adherence to hospital policies, management protocols and established governance processes.

• Exercise sound judgment when handling sensitive correspondence and matters requiring escalation.

Executive Office Administration

• Ensure the Executive Office operates efficiently, professionally and in an organized manner.

• Coordinate visitors and official engagements involving the Executive Director.

• Maintain appropriate office systems, records and administrative resources.

• Perform other executive coordination duties reasonably assigned by the Executive Director in support of organizational objectives.

Role Requirements

Minimum Qualifications

• Bachelor’s degree in Business Administration, Management, Human Resource Management, Public Administration, Healthcare Management or another relevant field.

• Professional training in executive administration, corporate governance, project management or a related area will be an added advantage.

Experience

• At least three (3) years of relevant experience in an Executive Assistant, Executive Office, management coordination or similar role.

• Experience supporting senior executives or senior management in a healthcare or corporate environment will be an added advantage.

Technical Skills and Competencies

• Strong executive coordination and administrative skills.

• Excellent written and verbal communication skills.

• Strong report writing, minute-taking and presentation skills.

• Ability to track multiple management actions and ensure timely follow-up.

• Strong organizational, planning and prioritization abilities.

• Ability to analyse and summarize information for executive review.

• High level of confidentiality, integrity and professional discretion.

• Strong interpersonal and stakeholder-management skills.

• Ability to work effectively with senior management and employees across different levels of the organization.

• Strong attention to detail and problem-solving ability.

• Ability to work independently and exercise sound judgment.

• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint and Outlook.

• Ability to work effectively under pressure and manage competing executive priorities.

Language Skills

• English

• Swahili