Join Our Whatsapp channel - CLICK HERE

Executive Assistant to the Commission Secretary/CEO

Position Overview

The Executive Assistant to the Commission Secretary/CEO provides high-level administrative and executive support to ensure the efficient coordination of the Chief Executive Officer's office. The role is responsible for managing schedules, coordinating executive activities, preparing briefing materials, monitoring implementation of key decisions, and facilitating communication between the CEO's office and internal stakeholders.

The successful candidate will demonstrate exceptional organizational, communication, and coordination skills, with the ability to manage multiple priorities while maintaining professionalism, confidentiality, and operational efficiency.

Key Responsibilities

1. Executive Office Management

• Coordinate and manage the Commission Secretary/CEO's appointments, meetings, and official calendar.

• Organize meetings, conferences, and official engagements while ensuring efficient scheduling and time management.

• Coordinate the day-to-day administrative operations of the CEO's office.

• Manage correspondence, documentation, and confidential information with the highest level of professionalism.

2. Coordination & Follow-up

• Monitor the implementation of resolutions, decisions, and action points arising from management meetings and official forums.

• Follow up with responsible departments and action officers to ensure timely execution of assigned tasks.

• Track progress on strategic initiatives and provide regular status updates to the Commission Secretary/CEO.

• Coordinate communication between the CEO's office and internal departments to facilitate timely decision-making.

3. Research, Briefing & Reporting

• Prepare executive briefs, reports, presentations, speeches, and background papers for the Commission Secretary/CEO.

• Liaise with Heads of Departments to gather information required for executive reports and presentations.

• Conduct research and compile information to support executive decision-making.

• Prepare meeting agendas, minutes, and follow-up reports where required.

4. Stakeholder Engagement

• Serve as a key point of contact between the Commission Secretary/CEO's office and internal and external stakeholders.

• Facilitate effective communication and coordination with government agencies, partners, and other stakeholders.

• Ensure professional handling of inquiries, requests, and correspondence directed to the CEO's office.

• Support executive engagements by coordinating logistics and ensuring timely dissemination of relevant information.

5. Administrative Support

• Maintain accurate records, filing systems, and executive documentation.

• Coordinate travel arrangements, meeting logistics, and official events for the Commission Secretary/CEO.

• Ensure all documentation is properly organized, accessible, and handled in accordance with organizational procedures.

• Perform any other duties assigned by the Commission Secretary/CEO in support of organizational objectives.

Qualifications

Applicants should possess:

• Bachelor's Degree in Law, Public Administration, Business Administration, Management, Linguistics, or another related Social Science discipline from a recognized institution.

Experience

The ideal candidate should have:

• Minimum four (4) years' experience in an executive support, executive assistant, administrative, or office management role.

• Experience supporting senior executives or C-suite leadership within the public or private sector will be an added advantage.

Professional Requirements

Candidates should:

• Be a member of a relevant professional body where applicable.

• Demonstrate knowledge of executive office administration and organizational governance.

Core Competencies

The successful candidate should demonstrate:

• Excellent organizational and time management skills.

• Strong communication and interpersonal abilities.

• Outstanding report writing and presentation skills.

• High level of professionalism, integrity, and confidentiality.

• Strong coordination and follow-up capabilities.

• Excellent analytical and problem-solving skills.

• Ability to prioritize multiple assignments and meet strict deadlines.

• Strong attention to detail and accuracy.

• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.

• Ability to work independently while collaborating effectively with diverse stakeholders.

• Strong planning, administrative, and decision-support skills.

Application

Go to The Commission on Administrative Justice (Office of The Ombudsman) on erp.ombudsman.go.ke to apply