Titre du poste

Personal Assistant (PA) - Nairobi

Description

Position : Personal Assistant (PA) - Nairobi

Our client, a busy cardiologist clinic in Nairobi is seeking an experienced and highly organized Personal Assistant (PA) to support the Senior Practice Doctor in managing a dynamic and fast-paced schedule. The ideal candidate will provide high-level administrative and operational support, ensuring smooth day-to-day coordination of both professional and personal commitments of the Senior Practice Doctor. This includes calendar management, travel coordination, liaising with pharmaceutical stakeholders, and supporting clinic-wide event planning.
The successful candidate will demonstrate discretion, attention to detail, excellent communication skills, and a strong understanding of the healthcare environment.
Key Responsibilities

  1. Calendar & Appointment Management
    • Work closely with the Appointment Booking Office to manage and align the Senior Doctor’s patient appointments.
    • Coordinate with the front office staff to ensure seamless clinic operations and an efficient patient flow.
    • Proactively manage and update the Senior Doctor’s personal and professional calendar.
  2. Diary & Travel Coordination
    • Maintain the Senior Doctor’s personal diary, ensuring appropriate time allocation for meetings, events, and personal obligations.
    • Plan and coordinate all travel arrangements including flight bookings, accommodations, visa applications, transfers, and travel itineraries.
  3. Stakeholder Engagement
    • Serve as the primary point of contact for pharmaceutical representatives (local and international).
    • Coordinate and maintain sponsorship relationships to support weekly Clinical Staff Journal Clubs (held every Thursday and Friday).
    • Ensure timely communication and scheduling with all external partners.
  4. Event & Schedule Planning
    • Develop, manage, and regularly update a comprehensive calendar of clinic and doctor-related events (weekly, monthly, quarterly, annual).
    • Coordinate clinic meetings, workshops, CME sessions, conferences, and internal staff development activities.
  5. Administrative & PA Duties
    • Draft correspondence, memos, and reports on behalf of the Senior Doctor.
    • Prepare and organize documentation, files, and meeting agendas.
    • Attend meetings with or on behalf of the Senior Doctor and take minutes when required.
    • Maintain strict confidentiality of all sensitive information.
    • Support day-to-day personal errands as required for the Senior Doctor.

Required profile for job ad : Personal Assistant (PA) - Nairobi

Skills & Competencies

  1. Exceptional Organizational Skills: You will be the hub that keeps the clinic's Senior Doctor running efficiently. This means:
    • Managing multiple, concurrent tasks such as clinic schedules, personal engagements, travel, and stakeholder coordination without conflict or oversight.
    • Anticipating scheduling conflicts and pre-emptively resolving them.
    • Maintaining an orderly system (digital or manual) for appointments, files, documents, and correspondence for quick retrieval and reference.
    • Supporting the integration of clinic-wide calendars with the Senior Doctor’s personal and professional commitments seamlessly.
  2. Discretion & Confidentiality: In a cardiologist’s clinic, you're often the gatekeeper of highly sensitive patient, financial, and corporate information.
    • Must understand and strictly adhere to medical and legal confidentiality protocols.
    • Should be able to navigate private conversations and documentation with total professionalism and no leaks.
    • Trusted to manage the Senior Doctor’s personal affairs and professional discussions without compromising integrity or security.
  3. Communication Skills: You'll communicate with patients, senior-level medical staff, pharmaceutical partners, and administrative personnel.
    • Must draft clear, professional emails and documents with an empathetic tone when needed.
    • Confidently field phone calls, virtual meetings, and WhatsApp conversations—often on behalf of the Senior Doctor.
    • Skilled in active listening and able to convey important updates and schedule changes without creating confusion or conflict.
    • Comfortable summarizing technical or clinical updates in simple terms when required.
  4. Attention to Detail: Small errors can lead to missed flights, double bookings, or miscommunications in a clinical setting.
    • Ensures all travel bookings, appointments, sponsorship agreements, and calendars are accurate and up to date.
    • Reviews every document, message, or note for clarity, correctness, and professionalism.
    • Regularly double-checks timelines, logistics, and contact details for all planned events and engagements.
  5. Initiative & Problem-Solving: Not every challenge has a script. This role requires an instinct for action.
    • Takes proactive steps to address scheduling gaps, reschedule missed appointments, or troubleshoot last-minute travel changes.
    • Able to anticipate bottlenecks (e.g., overbooked clinics, delays with pharmaceutical reps) and implement solutions without supervision.
    • Brings a solutions-first mindset to daily work, often acting as a silent enabler behind the Senior Doctor’s seamless delivery of services.
  6. Stakeholder Management: You’ll engage with a range of stakeholders from internal clinic staff to international pharma reps.
    • Builds and nurtures trusted relationships, understanding each stakeholder’s needs, sensitivities, and communication style.
    • Maintains a reputation of reliability and follow-through, becoming the go-to liaison for external sponsors of journal clubs.
    • Capable of influencing politely but firmly to get timely responses and align stakeholder priorities with the Doctor’s agenda.
  7. Time Management: Your day will rarely go as planned—yet everything must get done.
    • Expert at prioritizing high-value activities while still handling routine admin tasks efficiently.
    • Balances reactive tasks (e.g., sudden travel changes) with proactive planning (e.g., weekly and quarterly calendars).
    • Understands the urgency in healthcare and can gracefully adapt to rescheduling and multi-tasking without sacrificing quality.

Qualifications

  • Bachelor’s degree or diploma in Business Administration or related field.
  • 2 years' experience as a Personal Assistant, Client Relations or experience in the Hospitality or Service Industry.
  • Strong knowledge of Microsoft Office Suite, Google Suite and other scheduling tools.

Work Environment:

  • 3-month contract and full-time position, Monday to Friday, with occasional weekends or evenings as needed.
  • Be part of a high-performing, professional, and compassionate team.
  • Competitive compensation and growth opportunities.
  • Dynamic role with local and international stakeholder engagement.
  • Fast-paced clinical environment requiring frequent interaction with patients, families, and healthcare professionals.

Job criteria for job ad : Personal Assistant (PA) - Nairobi

  • Job category :
    Secretarial work, assistantship - Services
  • Industries :
    Health, pharmacy, hospitals, medical equipment - Services other
  • Employment type : Fixed-term contract
  • Region : Nairobi
  • City : Nairobi
  • Remote work :
    No
  • Experience level : No experience - Less than 2 years
  • Educational level : High school - Technical school - College - HND - Bachelor
  • Spoken language :
    english > fluent - swahili > native
  • Number of Position(s) : 1
  • Team management :
    No
  • organizational skills
  • 2. Discretion & Confidentiality
  • 3. Communication Skills
  • 4. Attention to Detail
  • 6. Stakeholder Management
  • 7. Time Management
  • Security
  • Files
  • Assistantship
  • Calendar Management
  • Documentation
  • Event Planning
  • Delivery
  • Support
  • Administration
Be cautious! Do not send money to a potential employer. Do not pay any money for a potential contract of employment or for pre-employment training.
Please report any irregularities by using the candidate contact form and selecting the subject "Report a job ad".
Type de poste
Temps plein
Lieu du poste
Nairobi, Kenya
Date de publication
23 avril 2025
Valide jusqu’au
22 juin 2025
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Poste : Personal Assistant (PA) - Nairobi

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