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.
• Manage & Coordinate the Snr. Practice Doctor’s travel calendar.
• Liaise with pharmaceutical stakeholders.
• Support 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

Calendar & Appointment Management

• Work closely with the Appointment Booking Office & front office team to ensure seamless clinic operations and an efficient patient flow.
• Proactively manage and update the Senior Doctor’s personal and professional calendar.

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.

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.
• Ensure timely communication and scheduling with all external partners.

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.

Administrative & PA Duties

• Prepare and organize documentation, files, and meeting agendas.
• Attend meetings with the Senior Doctor and take minutes when required.
• Maintain strict confidentiality of all sensitive information.

Skills & Competencies

• Exceptional Organizational Skills: You will be the hub that keeps the clinic’s Senior Doctor running efficiently i.e. Managing multiple, concurrent tasks such as clinic schedules, personal engagements, travel, and stakeholder coordination without conflict or oversight.
• Discretion & Confidentiality: In a cardiologist’s clinic, you’re often the gatekeeper of highly sensitive patient, financial, and corporate information i.e. you Must understand and strictly adhere to medical and legal confidentiality protocols, you should be able to navigate private conversations and documentation with total professionalism and no leaks and be trusted to manage the Senior Doctor’s personal affairs and professional discussions without compromising integrity or security.
• Communication Skills: You’ll communicate with patients, senior-level medical staff, pharmaceutical partners, and administrative personnel i.e. You 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 and be a skilled active listener with the ability to convey important updates and schedule changes without creating confusion or conflict.
• Attention to Detail: Small errors can lead to missed flights, double bookings, or miscommunications in a clinical setting i.e. ensure all travel bookings, appointments, sponsorship agreements, and calendars are accurate and up to date, review every document, message, or note for clarity, correctness, and professionalism, regularly double-check timelines, logistics, and contact details for all planned events and engagements.
• Initiative & Problem-Solving: Not every challenge has a script. This role requires an instinct for action i.e. take proactive steps to address scheduling gaps, reschedule missed appointments, or troubleshoot last-minute travel changes, ability to anticipate bottlenecks (e.g., overbooked clinics, delays with pharmaceutical reps) and implement solutions without supervision and bring a solutions-first mindset to daily work, often acting as a silent enabler behind the Senior Doctor’s seamless delivery of services.
• Stakeholder Management: You’ll engage with a range of stakeholders from internal clinic staff to international pharma reps i.e. Build and nurture trusted relationships, understanding each stakeholder’s needs, sensitivities, and communication style, maintain a reputation of reliability and follow-through, becoming the go-to liaison for external sponsors of journal clubs and should be capable of influencing politely but firmly to get timely responses and align stakeholder priorities with the Doctor’s agenda.
• Time Management: Your day will rarely go as planned—yet everything must get done i.e. You should be an expert at prioritizing high-value activities while still handling routine admin tasks efficiently, balance reactive tasks (e.g., sudden travel changes) with proactive planning (e.g., weekly and quarterly calendars) and understand 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.