Executive Assistant

Mission for Essential Drugs and Supplies (MEDS) is a faith-based health solutions provider founded by an ecumenical partnership of the Kenya Conference of Catholic Bishops (KCCB) and the Christian Health Association of Kenya (CHAK). The Organization’s core mandate is being a reliable provider for quality and affordable Health Products and Technologies, Quality Assurance and Health Systems Strengthening Services. MEDS was established in 1986 and serves clients spread throughout Kenya, other regions in Africa and beyond.

The position reports to the Chief Executive Officer (CEO) and is responsible for providing administrative and strategic support for effective and efficient operation of the CEO’s office. It acts as the primary contact between the CEO’s office and stakeholders (internal and external).

• Bachelor’s degree in Business Administration or related field from a recognized institution
• Proficiency in MS Office Suite (Word, PowerPoint, Excel and Outlook)
• Minimum of 5 years’ relevant experience in a busy senior-level executive office
• Proper understanding of organizational communication, protocol and strategic operations
• Adaptability and flexibility to work in a fast-paced and ever-changing environment
• Training in secretarial studies, proficiency in virtual collaboration platforms and other productivity tools as well as working experience in a faith-based environment are added advantages

• Screen calls, filter information/requests and handle visitors for appropriate action
• Receive and distribute incoming mail directed to the CEO’s office (physical and email) to facilitate smooth flow of information and timely implementation of required actions
• Draft and send correspondence, as necessary, on behalf of the CEO for effective communication with internal and external stakeholders
• Support meetings (management, board etc.) and other engagements involving the CEO’s office by drafting agendas, preparing materials, coordinating logistics and follow-up communications to enhance effectiveness and outcomes
• Take minutes of management and other meetings associated with the CEO’s office for accurate record keeping, future reference and accountability
• Manage office supplies to ensure efficient running of activities in the CEO’s office
• Maintain systematic physical and digital filing systems to ensure information, documents and records are accessible and easily retrievable
• Safeguard confidential and sensitive documents ensuring appropriate filling and access controls
• Track implementation of decisions and issues raised by the CEO to facilitate timely action and closure
• Manage and optimize the CEO’s calendar by planning and scheduling appointments, meetings and events to optimize time utilization and aligning activities with organizational goals
• Plan and coordinate logistics for the CEO’s domestic and international travels for seamless execution
• Monitor implementation of strategic work plans and priority projects coordinated through the CEO’s office for effective execution
• Prepare and manage budget for the CEO’s office to facilitate resource allocation, track expenditure and optimize utilization