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

Kenya Medical Research Institute (KEMRI) is a State Corporation established through the Science and Technology (Amendment) Act of 1979, which has since been amended to Science, Technology and Innovation Act 2013. The 1979 Act established KEMRI as a National body responsible for carrying out health research in Kenya.

Responsibilities or duties

Own and manage the PI’s calendar, priorities, and time protection across multiple time zones and platforms; proactively anticipate conflicts weeks in advance, resolve competing deadlines, and protect dedicated blocks for manuscript writing, study oversight, board preparation, and family commitments

Serve as gatekeeper for the PI’s office by screening, prioritizing, and where appropriate declining meeting requests; manage the PI’s inbox (flag urgent items, handle routine responses, route correspondence appropriately); and approve expenses within the authorized delegation matrix

Prepare and follow through on all meetings and engagements by drafting briefing notes, background documents, and agendas in advance; capturing minutes and action points; and ensuring timely follow-up and execution

Draft, review, and send high-level correspondence on behalf of the PI, including emails, letters, memos, and formal communications to funders, government bodies, academic partners, and regulatory authorities

Maintain strategic external relationships and compliance tracking, including engagement with NIH, Gates Foundation, KEMRI administration, PPB, and NACOSTI; track and flag deadlines for grant reports, manuscript submissions, ethics renewals (e

Lead office systems and documentation management, serving as custodian of all files, contracts, study correspondence, and personnel records; ensure organization, accessibility, and version control across the PI’s portfolio

Track institutional and study-level deliverables by maintaining a live tracker of milestones, objectives, and key commitments; coordinate, compile, format, and distribute bi-monthly and periodic reports to internal and external stakeholders on schedule

Spearhead leadership and advisory board coordination, including drafting agendas, compiling pre-reads, recording minutes, and ensuring follow-up on all action items

Act as liaison and coordination hub between the PI’s office, Kargeno study teams, KEMRI administration, and external partners; ensure accurate, timely, and bidirectional flow of information; coordinate logistics for meetings, stakeholder engagements, site visits, and delegation visits

Manage end-to-end travel and professional visibility, including all travel logistics (flights, accommodation, visas, per diems, conference registration, transport), preparation of itineraries and reimbursements, maintaining a forward-looking travel calendar, and managing the PI’s professional social media presence (LinkedIn, X/Twitter), including content drafting, scheduling, and engagement monitoring

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

Bachelor's Degree in a Health or Biomedical Science field Mandatory

Experience as an Executive Assistant, Personal Assistant, or Senior Administrator supporting a director, CEO, or equivalent — ideally in a research, NGO, or health sector context Mandatory

Demonstrated experience managing complex, multi-priority calendars and competing demands Mandatory

Experience compiling and formatting reports from multiple contributors for senior leadership or external audiences Mandatory

Excellent written and spoken English; able to draft professional correspondence and formal documents independently Mandatory

Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and video conferencing platforms Mandatory

Strong analytical skills and able to review information, identify what matters, and synthesize clearly Mandatory

Proven ability to handle confidential information with absolute discretion Mandatory

Proven ability to work independently, exercise judgement, and solve problems without waiting for direction Mandatory

Direct experience in a clinical trials environment: familiarity with GCP, ethics review processes, regulatory submissions, or study operations Mandatory

Knowledge of KEMRI, PPB, NACOSTI, or Kenya Ministry of Health administrative processes Mandatory

Familiarity with donor-funded grant environments: NIH, Gates Foundation, Wellcome Trust, or similar understanding of reporting cycles and funder expectations Mandatory

Basic financial literacy: ability to read budgets, track expenditure, and reconcile expense reports Mandatory

Experience coordinating international travel including multi-leg itineraries and visa applications for multiple travelers Mandatory

Excellent communication and interpersonal skills Mandatory

Strong organizational and multitasking abilities Mandatory

Computer literate Mandatory

Ability to maintain confidentiality and handle sensitive information Mandatory

Basic knowledge of HIV prevention, including oral PrEP, is an advantage Mandatory

Friendly, empathetic, and patient-centered approach Mandatory

Ability to work in a fast-paced, research-focused environment Mandatory

Strong attention to detail and problem-solving skills Mandatory

Experience needed

Experience as an Executive Assistant, Personal Assistant, or Senior Administrator supporting a director, CEO, or equivalent — ideally in a research, NGO, or health sector context Mandatory

Demonstrated experience managing complex, multi-priority calendars and competing demands Mandatory

Experience compiling and formatting reports from multiple contributors for senior leadership or external audiences Mandatory

Direct experience in a clinical trials environment: familiarity with GCP, ethics review processes, regulatory submissions, or study operations Mandatory

Experience coordinating international travel including multi-leg itineraries and visa applications for multiple travelers Mandatory

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

Basic knowledge of HIV prevention, including oral PrEP, is an advantage Mandatory

Friendly, empathetic, and patient-centered approach Mandatory

Ability to work in a fast-paced, research-focused environment Mandatory

• Own and manage the PI’s calendar, priorities, and time protection across multiple time zones and platforms; proactively anticipate conflicts weeks in advance, resolve competing deadlines, and protect dedicated blocks for manuscript writing, study oversight, board preparation, and family commitments
• Serve as gatekeeper for the PI’s office by screening, prioritizing, and where appropriate declining meeting requests; manage the PI’s inbox (flag urgent items, handle routine responses, route correspondence appropriately); and approve expenses within the authorized delegation matrix
• Prepare and follow through on all meetings and engagements by drafting briefing notes, background documents, and agendas in advance; capturing minutes and action points; and ensuring timely follow-up and execution
• Draft, review, and send high-level correspondence on behalf of the PI, including emails, letters, memos, and formal communications to funders, government bodies, academic partners, and regulatory authorities
• Maintain strategic external relationships and compliance tracking, including engagement with NIH, Gates Foundation, KEMRI administration, PPB, and NACOSTI; track and flag deadlines for grant reports, manuscript submissions, ethics renewals (e
• Lead office systems and documentation management, serving as custodian of all files, contracts, study correspondence, and personnel records; ensure organization, accessibility, and version control across the PI’s portfolio
• Track institutional and study-level deliverables by maintaining a live tracker of milestones, objectives, and key commitments; coordinate, compile, format, and distribute bi-monthly and periodic reports to internal and external stakeholders on schedule
• Spearhead leadership and advisory board coordination, including drafting agendas, compiling pre-reads, recording minutes, and ensuring follow-up on all action items
• Act as liaison and coordination hub between the PI’s office, Kargeno study teams, KEMRI administration, and external partners; ensure accurate, timely, and bidirectional flow of information; coordinate logistics for meetings, stakeholder engagements, site visits, and delegation visits
• Manage end-to-end travel and professional visibility, including all travel logistics (flights, accommodation, visas, per diems, conference registration, transport), preparation of itineraries and reimbursements, maintaining a forward-looking travel calendar, and managing the PI’s professional social media presence (LinkedIn, X/Twitter), including content drafting, scheduling, and engagement monitoring

• Excellent written and spoken English; able to draft professional correspondence and formal documents independently
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and video conferencing platforms
• Strong analytical skills and able to review information, identify what matters, and synthesize clearly
• Proven ability to handle confidential information with absolute discretion
• Proven ability to work independently, exercise judgement, and solve problems without waiting for direction
• Excellent communication and interpersonal skills
• Strong organizational and multitasking abilities
• Computer literate
• Ability to maintain confidentiality and handle sensitive information
• Friendly, empathetic, and patient-centered approach
• Strong attention to detail and problem-solving skills

• Bachelor's Degree in a Health or Biomedical Science field
• Experience as an Executive Assistant, Personal Assistant, or Senior Administrator supporting a director, CEO, or equivalent — ideally in a research, NGO, or health sector context
• Demonstrated experience managing complex, multi-priority calendars and competing demands
• Experience compiling and formatting reports from multiple contributors for senior leadership or external audiences
• Direct experience in a clinical trials environment: familiarity with GCP, ethics review processes, regulatory submissions, or study operations
• Knowledge of KEMRI, PPB, NACOSTI, or Kenya Ministry of Health administrative processes
• Familiarity with donor-funded grant environments: NIH, Gates Foundation, Wellcome Trust, or similar understanding of reporting cycles and funder expectations
• Basic financial literacy: ability to read budgets, track expenditure, and reconcile expense reports
• Experience coordinating international travel including multi-leg itineraries and visa applications for multiple travelers
• Basic knowledge of HIV prevention, including oral PrEP, is an advantage