Executive Assistant (EA) at Natural State

The Executive Assistant (EA) will provide high-level administrative, operational, and strategic support to the President and Chair of the Board for NATURAL STATE as well as the Vice President. The ideal candidate will be exceptionally organized, discreet, proactive, and passionate about environmental conservation. The role requires someone who can navigate international schedules, manage sensitive information, and act as a critical support hub in a dynamic, global non-profit environment.

Key Responsibilities

Executive Support

• Manage the President’s calendar, appointments, meetings, and travel across multiple time zones.
• Prepare briefing materials, reports, and agendas for meetings, conferences, and donor engagements.
• Act as a liaison between the President and internal/external stakeholders, including board members, funders, and partners.
• Support meeting coordination including scheduling, notetaking, follow-ups, and action tracking.
• Draft and edit high-level correspondence, presentations, and organisational reports.

Organizational Coordination

• Support the coordination of senior leadership team meetings and strategic planning sessions.
• Assist in project tracking and organizational dashboards relevant to the Executive Office
• Coordinate with Impact Monitoring, Nature Finance, Fundraising & Communications, Africa Centre for Nature Restoration and Resilience (ACNRR) and Operations/Program teams on Executive-level priorities.

Travel and Event Logistics

• Arrange complex international travel, visas, accommodations, and itineraries.
• Provide remote logistical support during field missions or special guest/donor visits.
• Support in planning and coordinating special events, donor trips, and key organizational milestones.

Confidentiality & Governance

• Maintain a high level of confidentiality and discretion in handling sensitive matters.
• Support Board of Directors logistics, communications, and minute-taking when required.

Essential Requirements

• Minimum of 5 years in a similar role, preferably in the non-profit, conservation, or international development sector.
• Bachelor's degree in business administration, Environmental Studies, International Relations, or a related field/social sciences.
• Experience in drafting agreements documents as well as contracts, especially in Kenyan and US contexts.
• Excellent written and verbal communication skills in English (additional languages a plus).
• Proficiency in Microsoft Office Suite, Google Workspace, Zoom, and virtual collaboration tools (e.g., Slack, Asana, Trello).
• Strong organizational skills, attention to detail, and ability to prioritize and multitask under pressure.
• Demonstrated ability to handle confidential information
• Experience building trusted relationships with diverse stakeholders across sectors and geographies.
• Ability to work independently, manage multiple priorities, and adapt in a dynamic environment.
• Experience working across cultures and time zones; adaptable and culturally sensitive.