Pathfinder International is hiring an Executive Assistant to VP, Strategic Engagement & Innovation based in Nairobi. This is a full-time role supporting one of the organisation’s most active leadership portfolios, and if you are highly organised, discreet, and thrive in a senior executive environment, this position is worth your full attention. The deadline to apply is 10 May 2026.
As the Executive Assistant at Pathfinder International Nairobi, you will work directly with the VP overseeing Individual Giving, Lighthouse, Communications, and External Engagement. Your role goes well beyond standard office administration — you will be a trusted operational partner, keeping critical priorities on track, managing complex logistics, and ensuring the VP and their leadership team can focus on strategic work.
About This Role
This is not a junior administrative role. You will support one of the most strategically positioned leaders in a globally respected sexual and reproductive health organisation, which means the volume and complexity of what lands on your desk will be high — and rewarding.
Day to day, you will manage shifting calendars, coordinate high-level meetings with donors, government officials, and board members, prepare briefing materials, and ensure nothing falls through the cracks. You will be the person who keeps the SEI department running smoothly behind the scenes — anticipating needs before they arise and solving problems before they become crises.
This role suits someone who has worked inside an international NGO, a donor-funded programme, or a large multinational, and who knows how to operate with professionalism and discretion at the executive level. If you have supported a C-suite leader or board in a multicultural environment before, you already understand the standard this role demands.
Key Responsibilities
- Manage complex, frequently shifting calendars for the VP and SEI leadership team, ensuring every appointment is prioritised and aligned with organisational goals.
- Coordinate high-level internal and external meetings, including preparing agendas, pre-briefing documents, and following up on all action items promptly.
- Plan and manage detailed international and domestic travel itineraries for the VP and SEI teams, balancing efficiency, cost, and last-minute changes.
- Prepare, process, and reconcile expense reports, invoices, and contracts in line with Pathfinder’s organisational policies.
- Maintain organised digital and physical filing systems, records management, and knowledge-sharing platforms to ensure the department operates efficiently.
- Support the VP in preparing materials for Board of Directors meetings, donor engagements, and governance-related events, including minutes and follow-up reports.
- Cultivate professional relationships with internal staff, partner agencies, government offices, and board members as a key liaison on behalf of the VP.
- Track departmental budgets, reporting deadlines, and cross-departmental deliverables, flagging risks and ensuring accountability.
Required Qualifications and Experience
Essential:
- Bachelor’s degree in Office Administration, Communications, International Relations, Secretarial Studies, or a closely related field.
- Minimum of 3 to 5 years of progressively senior administrative and executive support experience, supporting C-level executives or senior leadership in an international or multicultural organisation.
- Demonstrated experience managing complex calendars, international travel logistics, high-level meetings, and sensitive confidential information.
- Proven track record of working directly with senior stakeholders including donors, board members, government officials, or partner organisations.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools such as Teams, Zoom, and SharePoint.
Desirable:
- Experience working within a non-profit, international development, or donor-funded organisation.
- Familiarity with expense reporting systems such as Concur.
- Professional training or certification in Executive Assistance, Project Management, or Office Administration.
- Fluency in French, Portuguese, or Amharic is a significant advantage.
: Skills and Competencies
- Exceptional organisational and time management skills, with the ability to juggle competing priorities under pressure without losing attention to detail.
- Strong written and verbal communication skills — you can draft correspondence, briefing notes, presentations, and reports to a professional standard.
- High degree of discretion and integrity when handling sensitive organisational and personal information.
- Strong interpersonal skills and cultural awareness, with the ability to work effectively across diverse teams and with external stakeholders at senior levels.
- Proactive problem-solving mindset — you anticipate needs, take initiative, and do not wait to be told what to do.
- Adaptability and composure when travel plans change, meetings shift, or priorities pivot at short notice.
H2: What Pathfinder International Offers
Pathfinder offers a competitive salary commensurate with experience, along with a benefits package that reflects the organisation’s commitment to staff wellbeing. You will work within a collaborative, mission-driven environment with genuine opportunities for global engagement and professional growth. The role places you at the heart of Pathfinder’s strategic leadership, giving you exposure to international donors, board-level governance, and a wide network of global health and development partners.
How to Apply
Visit Pathfinder International’s official careers portal at recruiting.ultipro.com and search for the Executive Assistant to VP, Strategic Engagement & Innovation vacancy. Submit your application directly through the portal. Ensure your CV and cover letter are tailored specifically to this role, highlighting your executive support experience and any background in international NGOs or donor-funded organisations.
Application Deadline 10 May 2026
