This is not a routine admin job. As an Executive Assistant Blue Ventures Nairobi 2026, you will be the operational backbone for three ELT members, managing everything from complex international travel arrangements to board-level meeting coordination. You will handle information that is confidential by nature and act as a trusted first point of contact between the ELT and a wide range of internal and external stakeholders — from partner organisations to donors and government bodies.
Blue Ventures operates across multiple time zones and coastal countries, which means your days will rarely look the same. One morning you may be coordinating a leadership retreat in Madagascar; by afternoon you are managing a video call between executives in London and programme teams in Kenya. This role suits someone who finds energy in that variety, not stress.
What sets this role apart is the level of trust placed in you from day one. You will not be waiting for instructions on every task — you will be anticipating needs, flagging scheduling conflicts before they happen, and making judgement calls that keep the organisation moving. Professionalism and confidentiality are not optional extras here; they are the foundation of everything you will do.
Key Responsibilities
- Manage the complex calendars of three ELT members, scheduling and prioritising meetings, calls, and commitments across multiple time zones.
- Coordinate all travel logistics for ELT members, including flights, accommodation, visa applications, and ground transportation for domestic and international trips.
- Prepare meeting materials, agendas, briefing notes, and follow-up action trackers to ensure ELT members are always well-prepared.
- Handle sensitive correspondence on behalf of ELT members, drafting responses and flagging urgent communications for timely action.
- Organise and manage logistics for internal leadership meetings, team retreats, board sessions, and external events.
- Liaise with internal departments and external partners, donors, and stakeholders professionally, maintaining strong working relationships on behalf of the ELT.
- Maintain organised filing systems for documents, contracts, and records handled by the ELT, ensuring easy retrieval and compliance with data policies.
- Track ELT expenses and process reimbursements and claims accurately and on schedule.
Required Qualifications and Experience
Essential:
- A Bachelor’s degree in Business Administration, Communications, Secretarial Studies, or a related field from a recognised university.
- Proven experience providing executive or senior-level administrative support — at least 3 years is expected for this level of responsibility.
- Demonstrated ability to manage multiple complex schedules simultaneously without dropping the ball.
- Strong written and verbal communication skills in English — you will be drafting correspondence that goes out under the ELT’s name.
- High proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Google Workspace tools.
- Proven track record of handling confidential information with absolute discretion.
Desirable:
- Experience working in an NGO, conservation, or international development organisation.
- Exposure to cross-border travel coordination and multi-currency expense management.
- Familiarity with project management tools such as Asana, Trello, or Monday.com.
- Experience supporting C-suite executives in a remote or hybrid working environment.
Skills and Competencies
- Exceptional organisational ability — you can hold multiple priorities in your head and know which one needs your attention right now.
- Proactive thinking — you anticipate problems and solve them before they reach the ELT’s desk.
- Discretion and professionalism — sensitive information stays with you, always.
- Strong written communication — your emails and briefing notes are clear, concise, and never need a second edit.
- Adaptability under pressure — when plans change at short notice, you adjust without drama.
- Stakeholder management — you build genuine working relationships with people at all levels, inside and outside the organisation.
What Blue Ventures Offers
- Competitive salary commensurate with experience.
- A remote-eligible working arrangement that gives you flexibility while keeping you connected to a global team.
- The opportunity to contribute directly to marine conservation and food security work that impacts coastal communities across the Indian Ocean region.
- A genuinely mission-driven organisational culture where your contribution matters beyond the job description.
- Exposure to international operations, leadership, and a diverse global team spanning Africa, Europe, and Asia.
About Blue Ventures
Blue Ventures is an award-winning marine conservation organisation that works with coastal communities to rebuild tropical fisheries and protect ocean ecosystems. Founded in the early 2000s, Blue Ventures has grown into a globally respected NGO with programmes spanning Madagascar, Mozambique, Kenya, Belize, and several other coastal nations. The organisation is known for its community-centred approach — working with fishing communities rather than imposing conservation from the outside.
In Kenya, Blue Ventures works along the coastal region supporting locally led marine conservation initiatives that strengthen both biodiversity and the livelihoods of fishing families. The Nairobi office serves as a regional hub for East Africa operations. The organisation employs a diverse international team and has a strong reputation in the conservation and development sector for combining scientific rigour with genuine community partnership.
How to Apply
To apply for the Executive Assistant position at Blue Ventures:
Visit the official Blue Ventures careers portal at careers.blueventures.org.
- Search for the Executive Assistant vacancy and click Apply.
- Complete the online application form fully — do not leave sections blank.
- Upload your CV and a tailored cover letter that speaks directly to your experience supporting senior leadership.
- Submit your application before the deadline.
