Personal Assistant to the CEO

Who We Are
Ikigai provides extraordinary space for individuals and organizations in a sustainable, community-oriented environment, helping them feel balanced and productive. We are a beautifully curated collective of shared office spaces in Kenya. At Ikigai, we cultivate an environment where meaningful human interactions are nurtured to encourage impactful and profitable connections between ideas, individuals, and businesses.

Ikigai is not just another shared office space but a place where community and the collective are at the heart of everything we do. At Ikigai, you have a beautiful and secure space to work from, social areas to connect with your peers and strangers to create fruitful relationships that help push your business forward, events and workshops in our tree-filled gardens or boardrooms, and a coffee bar to keep you productive.

Who You Are
The Personal Assistant (PA) provides integrated professional and personal support to the CEO, enabling her to operate with focus, calm, and strategic clarity. The role ensures that the CEO's time, energy, and priorities are fully optimized through disciplined organization, proactive coordination, and discretion.

Education
and Experience

• Bachelor's degree in business administration, Communication, or related field preferred
• 5–8 years of experience supporting senior executives or founders in dynamic organizations
• Proven experience managing both professional and personal tasks for executives
• Exposure to fast-paced, high-touch environments (startups, professional services, or leadership offices)
• Familiarity with travel coordination, board documentation, and event planning

What To Expect
This role reports to the CEO and is part of the Ikigai team. It serves as a dedicated extension of the CEO, acting as an independent contributor and operational bridge, not a gatekeeper.

Role Responsibilities
Executive/Professional Support

• Manage the CEO's diary, scheduling, and prioritization of appointments.
• Handle email and phone triage: draft responses, filter requests, flag urgent matters, and manage call flow.
• Coordinate meetings: schedule, prepare agendas, take minutes, and track follow-ups.
• Plan and organize travel (local and international): flights, visas, accommodation, itineraries.
• Prepare and edit documents, presentations, reports, and communications.
• Ensure all administrative tasks (filing, payments, record-keeping) are handled efficiently.

Advisory Board Support

• Coordinate all logistics for board meetings.
• Prepare and distribute board packs, presentations, and supporting documentation.
• Manage board communications, ensuring timely updates and responses.
• Organize meeting venues (onsite/virtual), catering, and technical requirements.
• Record and circulate minutes and track follow-up actions.
• Arrange travel and accommodation for board members as required.

CEO Office Intelligence & Communications

• Prepare news roundups summarizing key developments in the industry.
• Draft CEO correspondence (emails, speeches, letters, and briefings).
• Organize events from the CEO's office (leadership retreats, board dinners, stakeholder events).

Personal Support

• Provide coordination and oversight of household operations and personal logistics to ensure smooth day-to-day functioning.

Essential Skills And Competencies

• Passion for and understanding of Ikigai's mission and values
• Excellent verbal and written communication skills
• Highly detail-oriented with strong organizational & planning skills
• Handle sensitive information with complete confidentiality and exercises sound decision-making and emotional intelligence
• Operate with composure in a fast-paced, high-stakes environments
• Build trust across teams while maintaining professional boundaries
• Comfortable using Google Workspace and project management tools (Notion, Trello, Asana)
• Reliable, accountable, and service-minded, with strong ownership and follow-through

At Ikigai, We Are Just As Interested In How Someone Fits With Our Culture, As Their Ability To Get The Job Done. For Anyone Joining The Team, We're Also Interested In Whether

• You show up to work as your true and authentic self. Whether that is having a talent for Lingala dancing, baking, reading, or sleeping in & watching Netflix.
• You enjoy teamwork and collaboration. When you are stuck you ask for help and are a candid communicator.
• You take pride in being detail-oriented and are highly organized. You have excellent work planning and time management skills, and can effectively prioritize both urgent and important tasks when everything is happening at once.
• You hold yourself to the highest standards of personal and professional integrity. You maintain confidentiality when appropriate, and you know when and how to professionally pull in support when faced with a challenging people-related situation.
• You are highly organized, punctual, professional, thorough, and entrepreneurial; you're a quick-learning self-starter who works well in a fast-paced, start-up environment
• You're adaptable and innovative, you own your mistakes and move on.

The Interview Process
Application
(You are here)

• Our people and culture team will review your application to see how your skills and experience align with our needs.

Culture interview
(phone/ video call)

• Our goal is to explore your motivations to join our team, learn why you'd be a great fit, and answer questions about us.

In-Person Technical interview
(length varies by role)

• You'll meet the hiring team who will evaluate skills needed to be successful in your role.

Final Interview
(length varies by role)

• You'll meet your Future Manager and get a feel of what it looks like working in the team.

Offer Stage
Pop the champagne (after you sign)

• If everyone's happy, we'll make you an offer to join us - YAY
• The interview process might change based on the role, you shall be advised if that is the case.

Ikigai is as an Equal Opportunity Employer, committed to nurture the growth and career development of its employees by providing an environment where opportunities for such growth are open and available on merit basis. The above statements are intended to describe the general nature and level of work performed by this job's employee. They are not intended to be an exhaustive list of all responsibilities and activities required of the position.