The Personal Assistant to the Executive is responsible for providing high-level, day-to-day administrative and operational support to a busy executive across a portfolio of business entities. The role combines strong PA functions with hands-on project coordination responsibilities, ensuring that executive priorities are met, projects are tracked and moving, and operational activities are executed efficiently across multiple business areas simultaneously. This is a support role that requires someone who is highly organized, discreet, proactive and able to manage competing demands with calm and precision. The ideal candidate will bring demonstrable PA experience alongside practical, end-to-end project coordination skills.
What you will do
Primary Responsibilities
Manage and continuously update the executive's diary and schedule across multiple business areas, ensuring priorities are correctly sequenced and time-sensitive matters are addressed without delay.
Handle incoming email communications on behalf of the executive office, prioritizing, responding to and escalating correspondence as appropriate.
Act as the primary point of contact between the executive and internal teams, external partners, contractors, legal counsel and other stakeholders, ensuring clear and timely communication at all times.
Provide both professional and personal support to the executive, maintaining the highest standards of confidentiality and discretion at all times.
Coordinate and track tasks, deadlines and operational deliverables across multiple business entities simultaneously, following up proactively to ensure nothing is missed.
Support the coordination of renovation and property setup projects, including liaising with contractors and vendors, following up on procurement, tracking timelines and escalating issues to the executive as required.
Maintain clear, up-to-date records of project progress, outstanding action items and key decisions to keep the executive informed at all times.
Liaise with on-ground site leads to gather real-time progress updates and relay relevant information to the executive office.
Coordinate with legal counsel on project-related requirements, client needs and approvals, ensuring smooth information flow between all parties.
Support procurement activities, including obtaining quotes, comparing supplier options, tracking orders and confirming delivery timelines.
Help manage competing priorities across business areas by keeping the executive informed and flagging any items at risk of delay or non-delivery.
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.
Assist with guest-related matters relating to short-let properties to support smooth operations and maintain occupancy standards.
Secondary Responsibilities
Be available for responsive, ad hoc executive support outside of standard working hours when required by the executive office.
Maintain organized filing systems, both digital and physical, for correspondence, contracts, project documents and operational records.
Support the executive with any other administrative, logistical or operational tasks as they arise, contributing to the overall efficiency of the executive office.
What you bring
Bachelor's degree in Business Administration, Management or a related field.
Minimum 5 years of verified experience in a PA, executive assistant or senior administrative support role, ideally supporting a director.
Must hold a valid driver's license with 2+ years of driving experience, as the role may require occasional driving duties.
Hands-on, demonstrable experience coordinating projects end-to-end, including procurement, contractor liaison and timeline tracking. This is a firm requirement and must be evidenced in the application.
Familiarity with standard PA responsibilities including diary management, communication handling, stakeholder coordination and confidential executive support.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and digital task or project management tools.
Strong organizational and multi-tasking skills, with the ability to manage competing priorities across multiple entities without compromising delivery.
High level of initiative and accountability with ability to follow through independently without needing to be reminded.
Excellent written and verbal communication skills, with the ability to engage professionally with diverse stakeholders.
Ability to handle sensitive and confidential information with absolute discretion.
Calm under pressure, solutions-focused and adaptable to a fast-changing, multi-entity work environment.
How to Apply
Candidates meeting the above qualifications should send their CV and a cover letter to careers@orchidhr.co.ke with the subject line "Executive Personal Assistant" by 15th August 2026.
Note: Hands-on, demonstrable experience coordinating projects end-to-end (including procurement, contractor liaison and timeline tracking) is a firm requirement and must be evidenced in the application.
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