Background information about the job or company (e.g., role context, company overview)

Kenya Medical Association (KMA) is a voluntary membership organization open to all medical and dental practitioners registered in the Republic of Kenya. KMA works closely with the Medical Practitioners and Dentists Board (MPDB). It has joined its sister organizations within the East Africa region to form a cooperation in the health sector together with the...

The Executive Assistant to the CEO provides high-level administrative, coordination, and operational support to the CEO and the National Office of the Kenya Medical Association. This role ensures effective communication, document management, and follow-through across policy, stakeholder engagement, partnerships, and fundraising activities.

Responsibilities or duties

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 and events
• 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 of the 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 Engagement Support

• Coordinate meetings and communications with government bodies, regulators, medical councils, and professional associations
• Track policy-related correspondence, submissions, and deadlines
• Support preparation and circulation of briefing notes, policy documents, and follow-up communications

Fundraising & Partnership Support

• Coordinate donor and partner communications, including meeting requests, follow-ups, and documentation
• Assist in preparation, transmission, and tracking of proposals, agreements, and reports

Meeting & Event Coordination

• Organize Standing Committee, National Executive Committee, National Governing Council and Annual General Meetings, including circulation of notices, agendas, minutes, and action items
• Manage official communications and documentation related to conferences, fundraising events, and stakeholder engagements

Office & CEO Operations Management

• Track incoming and outgoing correspondence to ensure deadlines and responses are met
• Support administrative and strategic projects as assigned

Qualifications or requirements (e.g., education, skills)

Experience needed

Any other provided details (e.g., benefits, work environment, team info, or additional notes)

Office supplies and stationery

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• 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 and events
• 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 of the 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
• Coordinate meetings and communications with government bodies, regulators, medical councils, and professional associations
• Track policy-related correspondence, submissions, and deadlines
• Support preparation and circulation of briefing notes, policy documents, and follow-up communications
• Coordinate donor and partner communications, including meeting requests, follow-ups, and documentation
• Assist in preparation, transmission, and tracking of proposals, agreements, and reports
• Organize Standing Committee, National Executive Committee, National Governing Council and Annual General Meetings, including circulation of notices, agendas, minutes, and action items
• Manage official communications and documentation related to conferences, fundraising events, and stakeholder engagements
• Track incoming and outgoing correspondence to ensure deadlines and responses are met
• Support administrative and strategic projects as assigned

• 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