Careers
Terms of Reference
Personal Assistant to the Executive Director
About Zizi Afrique Foundation
Zizi Afrique Foundation (ZAF), established in 2018 as a nonprofit operating in Kenya and East Africa, envisions a world where all children and youth thrive in education. ZAF’s mission centers on consolidating evidence, fostering innovative solutions, and influencing policy and practice to equip children and youth with essential competencies. Her accomplishments include benefiting 48,000 children with foundational literacy and numeracy, training over 20,000 youth through partnerships with TVETs, and engaging 45,000 adolescents in life skills research. Guided by the challenges of limited learning despite schooling, youth unemployment, and crowded interventions, ZAF’s 2025 strategy comprises three pillars: research and evidence, policy/advocacy, and innovations for improved practice. The research and evidence pillar focuses on compiling and utilizing evidence to inform policy, while the advocacy pillar engages stakeholders in prioritizing competencies and accountability.
Scope of work
The Executive Office Coordinator (or Personal Assistant) will provide high-level administrative, logistical, and strategic support to the Executive Director (ED) and the Executive Office. The role will ensure efficient coordination of executive functions, effective stakeholder communication, and seamless execution of strategic priorities, thereby enabling the ED to focus on organizational leadership and impact.
Specific roles and responsibilities (Not limited to);
- Manage the Executive Director’s calendar, appointments, and schedules, ensuring effective time management and prioritization.
- Support the daily operations of the Executive Office, including tracking follow-ups, coordinating workflows, and ensuring timely completion of action items.
- Prepare and compile briefs, meeting summaries, presentations, and reports for the ED.
- Oversee all travel plans, logistics, itineraries, and expense reconciliations for the ED and visiting guests.
- Ensure the Executive Office operates efficiently and upholds professionalism and confidentiality at all times.
- Act as the primary liaison for the Executive Office, managing correspondence, inquiries, and official communication channels.
- Draft, review, and edit official messages, speeches, talking points, presentations, and briefs for the ED.
- Support the ED in managing relationships with internal teams, partners, donors, government entities, and other key stakeholders.
- Coordinate communication and follow-up on behalf of the ED to ensure responsiveness and timely engagement.
- Maintain organized filing and archiving systems for executive documents, contracts, and confidential records.
- Track progress of strategic initiatives, maintain dashboards, and ensure accurate reporting across departments.
- Prepare quarterly and annual performance summaries, reports, and briefs for the Board, management, and partners.
- Facilitate knowledge sharing within the Executive Office and across departments for improved alignment and institutional memory.
- Coordinate Executive Office events, leadership retreats, strategy sessions, and key institutional gatherings.
- Support cross-departmental alignment, promoting collaboration and accountability across teams.
- Assist with governance functions, including preparation of Board materials, minutes, and follow-up on action points.
- Foster a positive, efficient, and professional culture reflective of the organization’s values and leadership tone.
Desirable Skills and Qualifications
- Bachelor’s degree in Business Administration, Management, Social Sciences, Communications, or a related field.
- Minimum of 5 years’ experience providing executive-level administrative or coordination support to C-suite or senior leadership, preferably in NGO, philanthropy, or development sectors.
- Proficiency in Microsoft Office Suite and digital collaboration tools (Teams, Zoom, Google Workspace, etc.).
- Demonstrated experience managing confidential information and handling multiple priorities with discretion and tact.
- Excellent strategic planning and organizational skills, with the ability to manage multiple priorities and projects simultaneously.
- Strong writing, excellent communication and interpersonal skills, with the ability to build relationships with diverse stakeholders.
- Strong analytical and problem-solving skills, with a data-driven approach to decision-making.
- Honest, encourages openness and transparency; demonstrates highest levels of integrity.
- Develops and encourages new and innovative solutions.
- Holds oneself and others accountable for making decisions and managing resources to deliver on the responsibilities.
- Agile worker, future oriented and a strategic thinker.
Work environment and compensation
- ZAF offers a very competitive package that includes a family medical cover, pension scheme, annual leave of 25 working days, and
other benefits. - The position will be based in Nairobi, with a physical office and flexible work-from-home possibilities and occasional travels to the
project areas. - The job is often not an 8 am – 5 pm job. The job has flexibility, and is also demanding, requiring high skills of work-life balance, and
a strong sense of responsibility. - Work hours – Minimum of 40 hours per week.
- Experience is needed to work in a self-driven and ambitious, fast – paced environment, carrying the heavy responsibility of
delivering the mission and vision of ZAF.
Applications for this role closed on Friday, 21st November 2025.