About the Position
Mpala is seeking a highly organised, proactive Executive Assistant / Office Administrator to provide high-level administrative and coordination support to the Executive Director and Senior Leadership Team.
The role will help ensure that executive priorities, meetings, information and follow-up are effectively coordinated across the organisation. The successful candidate will work closely with departmental heads, staff, researchers, partners and other stakeholders.
We are looking for someone who is professional, dependable, highly organised, and able to anticipate needs, manage competing priorities and handle confidential information with sound judgment.
Key Responsibilities
Executive Support
- Provide high-level administrative and coordination support to the Executive Director and Senior Leadership Team.
- Manage diaries, appointments, meetings, travel arrangements and executive engagements, anticipating competing priorities and ensuring effective scheduling.
- Prepare agendas, briefing notes, presentations, reports and other materials for executive, management and Board meetings.
- Manage executive correspondence, records and confidential information with a high level of discretion.
- Support the Executive Director in preparing for meetings and engagements with the Board, researchers, donors, partners, government representatives and other key
- stakeholders.
Coordination & Communication
- Coordinate information, submissions, reports and updates between the Executive Office, Senior Leadership Team and departments, ensuring timely follow-up on key matters.
- Monitor executive commitments and outstanding actions, proactively flagging matters requiring attention.
- Serve as a professional point of contact for the Executive Office, facilitating clear and timely communication with internal and external stakeholders.
Events & Stakeholder Engagement
- Coordinate visits, meetings, workshops, official functions and institutional events involving senior stakeholders, researchers, partners, donors and government representatives.
- Work with relevant departments to ensure appropriate preparation, logistics and follow-up for executive engagements.
Executive Office Administration
- Maintain an efficient and well-organised Executive Office, including effective management of electronic and physical records.
- Prepare and coordinate official correspondence, reports, memoranda, presentations and other executive documentation.
- Support administrative procurement and office requirements in accordance with Mpala policies and procedures.
- Identify and implement improvements to Executive Office systems, administrative processes, coordination and information management.
Projects & Special Assignments
- Support special projects, organizational initiatives and assignments delegated by the Executive Director or Senior Leadership Team.
- Conduct basic research and compile background information, briefing materials and reports to support executive decision-making.
- Perform other duties reasonably consistent with the scope and level of the position.
Qualifications and Experience
- Diploma or Bachelor’s degree in Business Administration, Office Administration, Management or a related field.
- At least 3–5 years’ relevant experience in executive support, office administration or a similar role.
- Demonstrated experience supporting senior management or an executive office is highly desirable.
- Excellent written and spoken English.
- Strong computer skills, particularly in Microsoft Office 365.
- Excellent diary, meeting and document management skills.
- Strong organisational and follow-up abilities.
- High level of professionalism, discretion and integrity.
- Ability to manage multiple priorities and work independently in a fast-paced environment.
Why Join Us?
- Work in a unique, internationally recognised research and conservation environment.
- Collaborate with diverse researchers, partners, students and professionals from Kenya and around the world.
- Contribute to work with meaningful impact across science, conservation, education and community engagement.
- Grow professionally within a dynamic organisation committed to learning, collaboration and excellence.
How to Apply
Interested candidates should submit:
- A cover letter explaining their suitability for the position; and
- An updated CV, including contact details for three referees.
Applications should be submitted electronically to jobs@mpala.org with the subject line Application: Executive Assistant
Application Deadline: 22nd September 2026
Only shortlisted candidates will be conducted.