3
Executive Office Associate (Operations)
Key Responsibilities:
- Own and manage the PI’s calendar, priorities, and time protection across multiple time zones and platforms; proactively anticipate conflicts weeks in advance, resolve competing deadlines, and protect dedicated blocks for manuscript writing, study oversight, board preparation, and family commitments
- Serve as gatekeeper for the PI’s office by screening, prioritizing, and where appropriate declining meeting requests; manage the PI’s inbox (flag urgent items, handle routine responses, route correspondence appropriately); and approve expenses within the authorized delegation matrix
- Prepare and follow through on all meetings and engagements by drafting briefing notes, background documents, and agendas in advance; capturing minutes and action points; and ensuring timely follow-up and execution
- Draft, review, and send high-level correspondence on behalf of the PI, including emails, letters, memos, and formal communications to funders, government bodies, academic partners, and regulatory authorities
- Maintain strategic external relationships and compliance tracking, including engagement with NIH, Gates Foundation, KEMRI administration, PPB, and NACOSTI; track and flag deadlines for grant reports, manuscript submissions, ethics renewals (e
- Lead office systems and documentation management, serving as custodian of all files, contracts, study correspondence, and personnel records; ensure organization, accessibility, and version control across the PI’s portfolio
- Track institutional and study-level deliverables by maintaining a live tracker of milestones, objectives, and key commitments; coordinate, compile, format, and distribute bi-monthly and periodic reports to internal and external stakeholders on schedule
- Spearhead leadership and advisory board coordination, including drafting agendas, compiling pre-reads, recording minutes, and ensuring follow-up on all action items
- Act as liaison and coordination hub between the PI’s office, Kargeno study teams, KEMRI administration, and external partners; ensure accurate, timely, and bidirectional flow of information; coordinate logistics for meetings, stakeholder engagements, site visits, and delegation visits
- Manage end-to-end travel and professional visibility, including all travel logistics (flights, accommodation, visas, per diems, conference registration, transport), preparation of itineraries and reimbursements, maintaining a forward-looking travel calendar, and managing the PI’s professional social media presence (LinkedIn, X/Twitter), including content drafting, scheduling, and engagement monitoring
Vacancy Requirements:
| # | Description. | Requirement Type |
|---|---|---|
| 1 | Bachelor’s Degree in a Health or Biomedical Science field | Mandatory |
| 2 | Experience as an Executive Assistant, Personal Assistant, or Senior Administrator supporting a director, CEO, or equivalent — ideally in a research, NGO, or health sector context | Mandatory |
| 3 | Demonstrated experience managing complex, multi-priority calendars and competing demands | Mandatory |
| 4 | Experience compiling and formatting reports from multiple contributors for senior leadership or external audiences | Mandatory |
| 5 | Excellent written and spoken English; able to draft professional correspondence and formal documents independently | Mandatory |
| 6 | Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and video conferencing platforms | Mandatory |
| 7 | Strong analytical skills and able to review information, identify what matters, and synthesize clearly | Mandatory |
| 8 | Proven ability to handle confidential information with absolute discretion | Mandatory |
| 9 | Proven ability to work independently, exercise judgement, and solve problems without waiting for direction | Mandatory |
| 10 | Direct experience in a clinical trials environment: familiarity with GCP, ethics review processes, regulatory submissions, or study operations | Mandatory |
| 11 | Knowledge of KEMRI, PPB, NACOSTI, or Kenya Ministry of Health administrative processes | Mandatory |
| 12 | Familiarity with donor-funded grant environments: NIH, Gates Foundation, Wellcome Trust, or similar understanding of reporting cycles and funder expectations | Mandatory |
| 13 | Basic financial literacy: ability to read budgets, track expenditure, and reconcile expense reports | Mandatory |
| 14 | Experience coordinating international travel including multi-leg itineraries and visa applications for multiple travelers | Mandatory |
| 15 | Excellent communication and interpersonal skills | Mandatory |
| 16 | Strong organizational and multitasking abilities | Mandatory |
| 17 | Computer literate | Mandatory |
| 18 | Ability to maintain confidentiality and handle sensitive information | Mandatory |
| 19 | Basic knowledge of HIV prevention, including oral PrEP, is an advantage | Mandatory |
| 20 | Friendly, empathetic, and patient-centered approach | Mandatory |
| 21 | Ability to work in a fast-paced, research-focused environment | Mandatory |
| 22 | Strong attention to detail and problem-solving skills | Mandatory |
