Orchid HR Outsourcing is hiring an Executive Personal Assistant in Nairobi to provide high-level administrative and operational support to a busy executive managing multiple business portfolios. This full-time position combines traditional PA functions with hands-on project coordination responsibilities.
About This Executive Personal Assistant Role
The Executive Personal Assistant to the Executive is responsible for managing day-to-day administrative and operational activities across a portfolio of business entities. You’ll handle everything from diary management and email correspondence to project coordination and property operations support.
This isn’t a typical receptionist or secretary role. You’ll act as the primary point of contact between the executive and internal teams, external partners, contractors, legal counsel, and other stakeholders. The position requires someone who can manage competing demands with calm under pressure while maintaining absolute confidentiality.
The ideal candidate brings demonstrable PA experience alongside practical project coordination skills. You’ll work across multiple business areas simultaneously, ensuring that executive priorities are correctly sequenced and time-sensitive matters never fall through the cracks.
Key Responsibilities
Your day-to-day duties as Executive Personal Assistant will include:
Diary and Schedule Management
- Manage and continuously update the executive’s diary and schedule across multiple business areas
- Ensure priorities are correctly sequenced and time-sensitive matters are addressed without delay
- Coordinate meetings and handle all logistics for the executive’s appointments
Communication and Correspondence
- Handle incoming email communications on behalf of the executive office
- Prioritize, respond to, and escalate correspondence appropriately
- Maintain clear, timely communication at all times
Stakeholder Liaison
- Act as the primary point of contact between the executive and internal teams, external partners, contractors, legal counsel, and other stakeholders
- Provide both professional and personal support to the executive
- Maintain the highest standards of confidentiality and discretion at all times
Project Coordination
- Coordinate and track project progress, operational deliverables, and deadlines across multiple business entities simultaneously
- Follow up proactively to ensure nothing is missed
- Support the coordination of renovation and property setup projects, including liaising with contractors and vendors
- Track timelines and escalate issues to the executive as required
Record Keeping and Documentation
- Maintain clear, up-to-date records of project progress, outstanding action items, and key decisions to keep the executive informed at all times
- Assist with guest-related matters relating to short-let properties to support smooth operations and maintain occupancy standards
Procurement and Vendor Management
- Support procurement activities, including obtaining quotes, comparing supplier options, tracking orders, and confirming delivery timelines
- Liaise with on-ground site leads to gather real-time progress updates and relay relevant information to the executive office
Property Operations Support
- Support the coordination of short-let property operations, including liaising with maintenance teams and service providers to ensure property readiness and service quality
- Follow up on property repairs, restocking, and maintenance requirements to ensure operational continuity across all properties
Legal and Compliance Coordination
- Coordinate with legal counsel on project-related requirements, client needs, and approvals
- Ensure smooth information flow between all parties
Priority Management
- Help manage competing priorities across business areas by keeping the executive informed and flagging any items at risk of delay or non-delivery
Required Qualifications
Education
- Bachelor’s degree in Business Administration, Management, or a related field
Experience and Skills
- Proven experience as a Personal Assistant or Executive Assistant supporting senior executives
- Strong organizational skills with the ability to manage multiple tasks and deadlines simultaneously
- Excellent written and verbal communication skills
- High level of discretion and ability to handle confidential information
- Proactive approach with strong problem-solving abilities
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Ability to work independently with minimal supervision
- Strong attention to detail and accuracy
- Professional demeanor and presentation
Personal Attributes
- Highly organized and detail-oriented
- Calm under pressure with the ability to prioritize competing demands
- Discreet and able to maintain confidentiality
- Flexible and adaptable to changing priorities
- Self-motivated with a proactive attitude
- Excellent interpersonal skills
What Orchid HR Outsourcing Offers
Employment Type: Full-time, permanent position
Location: Nairobi, Kenya
Work Environment: You’ll support an executive managing multiple business entities across various sectors, giving you exposure to diverse industries and business operations. This is a hands-on role that combines traditional PA duties with project management responsibilities.
Career Development: Opportunity to develop your skills across executive support, project coordination, property management, and vendor relations while working directly with senior leadership.
How to Apply
Application Deadline
15th May 2026
Documents Required
Submit your application to Orchid HR Outsourcing by email with the following documents:
- Updated CV/Resume – Include your relevant PA or executive support experience, highlighting any project coordination or multi-business support roles
- Cover Letter – Explain why you’re interested in this Executive Personal Assistant Nairobi position and how your experience makes you the ideal candidate
Application Email
Send your resume and cover letter to: careers@orchidhr.co.ke
Use the email subject line: Application: Executive Personal Assistant
Applications submitted after 15th May 2026 may not be considered. Only shortlisted candidates will be contacted for interviews.
