About Us

CIC Insurance Group is a leading insurance and financial services organization with over five decades of experience supporting individuals, families, cooperatives, SMEs, and corporates to achieve financial security.

The Group offers a diversified portfolio spanning general insurance, life assurance, microinsurance, asset management, and investment solutions, with operations in Kenya, Uganda, South Sudan, and Malawi, and is listed on the Nairobi Securities Exchange.

Our tagline, “We Keep Our Word,” reflects our unwavering commitment to integrity, transparency, and delivering on our promises to clients, regulators, partners, and communities. CIC is committed to innovation, digital transformation, and prudent risk management to deliver sustainable value across its markets.

About the Role

Reporting to the Managing Director, the Executive Assistant role will provide high-level administrative, strategic, and operational support to the Managing Director. The role is responsible for managing executive schedules, coordinating communication, facilitating board and management meetings, preparing reports and presentations, monitoring implementation of management decisions, and ensuring the efficient operation of the Executive Office while maintaining the highest level of confidentiality and professionalism.

PRIMARY RESPONSIBILITIES:

Executive Support & Office Management

Manage the Managing Director’s calendar, appointments, meetings, travel arrangements, and daily schedule to ensure effective use of executive time.

Coordinate and prioritize the MD’s meetings, engagements, and executive commitments, ensuring timely preparation and follow-up.

Manage confidential correspondence, communications, records, and documentation with a high level of discretion and professionalism.

Draft, review, and coordinate incoming and outgoing correspondence on behalf of the MD.

Prepare memoranda, letters, requisitions, forms, briefing notes, and other executive documents as required.

Anticipate and manage executive priorities, requests, and administrative requirements, exercising sound judgment and maintaining confidentiality.

Maintain an organized and efficient executive office, ensuring effective document management and accessibility of critical information.

Stakeholder Coordination & Communication

Serve as the key liaison between the Managing Director and internal and external stakeholders, ensuring professional and timely communication.

Coordinate communication and information flow between the MD’s office, departments, senior management, and key external stakeholders.

Facilitate timely responses to inquiries, requests, and correspondence directed to the MD’s office.

Build and maintain professional relationships with Board members, senior management, clients, partners, regulators, and other key stakeholders.

Coordinate executive communications and ensure that relevant information is accurately and promptly shared with the appropriate stakeholders.

Management & Board Administration

Plan, organize, and coordinate Management, Board, and staff meetings, including logistics and required documentation.

Prepare and circulate meeting agendas, presentations, reports, briefing materials, and supporting papers in advance of meetings.

Attend Management and executive meetings and prepare accurate, concise, and timely minutes and records of proceedings.

Coordinate the compilation, review, and submission of Board papers and Management reports.

Maintain an effective tracker of Board and Management resolutions, decisions, and action points.

Communicate agreed actions to responsible departments and follow up to ensure timely implementation and accountability.

Strategic Reporting & Documentation

Prepare, review, edit, and proofread management reports, presentations, briefing notes, and other executive documents.

Consolidate departmental reports, budgets, plans, and submissions for review by the Managing Director and senior management.

Support the preparation of strategic plans, business reviews, performance reports, and other management planning documents.

Conduct quality checks to ensure reports and submissions are accurate, complete, consistent, and professionally presented.

Maintain accurate and confidential records of executive, Management, and Board documentation.

Project Coordination & Executive Follow-Up

Conduct research, analysis, and information gathering on special assignments, strategic initiatives, and projects as directed by the MD.

Provide relevant insights, analysis, and recommendations to support executive decision-making.

Monitor progress of strategic initiatives and key assignments and provide regular updates to the MD.

Follow up with departments on outstanding actions, decisions, and commitments to ensure timely delivery.

Identify delays, gaps, or emerging issues and escalate them to the MD for appropriate action.

Prepare status reports highlighting progress, outstanding actions, risks, and required interventions.

Senior Management & Organizational Support

Provide high-level administrative and coordination support to the Managing Director and senior management as required.

Coordinate cross-functional activities and support the implementation of organizational priorities and initiatives.

Assist in planning and coordinating executive events, workshops, retreats, conferences, and stakeholder engagements.

Support the implementation and adherence to organizational policies, procedures, and executive office protocols.

Undertake special assignments and other duties as may be assigned by the Managing Director.

Who We’re Looking For

Academic & Professional Qualifications

Bachelor’s degree in social sciences, Business Administration or a related discipline.

Experience

Minimum of 2 years’ experience in Executive Assistant, office administration, or a similar role.

Key Competencies

Executive Administration & Coordination – Ability to effectively manage executive schedules, meetings, travel, correspondence, and office operations.

Communication & Stakeholder Management – Strong written and verbal communication skills with the ability to build and maintain professional relationships at all levels.

Planning & Organizational Skills – Excellent ability to prioritize tasks, coordinate multiple activities, and meet deadlines in a fast-paced environment.

Report Writing & Analytical Skills – Competence in preparing reports, presentations, board papers, budgets, and conducting research to support decision-making.

Confidentiality & Professionalism – Demonstrates integrity, discretion, sound judgment, and the ability to handle sensitive information with utmost confidentiality.

Problem-Solving & Results Orientation – Proactive, resourceful, and capable of identifying solutions, following through on action items, and delivering high-quality results.

Attention to Detail – Ensures accuracy, completeness, and quality in documentation, reports, and executive communications.

Computer Proficiency – Skilled in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other business productivity tools.

Why Join Us

This role offers a unique opportunity to contribute directly to the effectiveness and success of the Executive Office within a fast-growing organization.

As an Executive Assistant to the Managing Director, you will play a critical role in supporting executive leadership, coordinating strategic priorities, and ensuring the smooth operation of the Managing Director’s office.

The role provides a platform to drive operational excellence through effective coordination, proactive problem-solving, and the delivery of high-quality administrative and executive support.

You will contribute to organizational performance by maintaining strong stakeholder relationships, ensuring confidentiality, and supporting the achievement of the company’s strategic goals.

This is an opportunity to make a meaningful impact while demonstrating professionalism, integrity, sound judgment, and exceptional service standards.

• Manage the Managing Director’s calendar, appointments, meetings, travel arrangements, and daily schedule to ensure effective use of executive time.
• Coordinate and prioritize the MD’s meetings, engagements, and executive commitments, ensuring timely preparation and follow-up.
• Manage confidential correspondence, communications, records, and documentation with a high level of discretion and professionalism.
• Draft, review, and coordinate incoming and outgoing correspondence on behalf of the MD.
• Prepare memoranda, letters, requisitions, forms, briefing notes, and other executive documents as required.
• Anticipate and manage executive priorities, requests, and administrative requirements, exercising sound judgment and maintaining confidentiality.
• Maintain an organized and efficient executive office, ensuring effective document management and accessibility of critical information.
• Serve as the key liaison between the Managing Director and internal and external stakeholders, ensuring professional and timely communication.
• Coordinate communication and information flow between the MD’s office, departments, senior management, and key external stakeholders.
• Facilitate timely responses to inquiries, requests, and correspondence directed to the MD’s office.
• Build and maintain professional relationships with Board members, senior management, clients, partners, regulators, and other key stakeholders.
• Coordinate executive communications and ensure that relevant information is accurately and promptly shared with the appropriate stakeholders.
• Plan, organize, and coordinate Management, Board, and staff meetings, including logistics and required documentation.
• Prepare and circulate meeting agendas, presentations, reports, briefing materials, and supporting papers in advance of meetings.
• Attend Management and executive meetings and prepare accurate, concise, and timely minutes and records of proceedings.
• Coordinate the compilation, review, and submission of Board papers and Management reports.
• Maintain an effective tracker of Board and Management resolutions, decisions, and action points.
• Communicate agreed actions to responsible departments and follow up to ensure timely implementation and accountability.
• Prepare, review, edit, and proofread management reports, presentations, briefing notes, and other executive documents.
• Consolidate departmental reports, budgets, plans, and submissions for review by the Managing Director and senior management.
• Support the preparation of strategic plans, business reviews, performance reports, and other management planning documents.
• Conduct quality checks to ensure reports and submissions are accurate, complete, consistent, and professionally presented.
• Maintain accurate and confidential records of executive, Management, and Board documentation.
• Conduct research, analysis, and information gathering on special assignments, strategic initiatives, and projects as directed by the MD.
• Provide relevant insights, analysis, and recommendations to support executive decision-making.
• Monitor progress of strategic initiatives and key assignments and provide regular updates to the MD.
• Follow up with departments on outstanding actions, decisions, and commitments to ensure timely delivery.
• Identify delays, gaps, or emerging issues and escalate them to the MD for appropriate action.
• Prepare status reports highlighting progress, outstanding actions, risks, and required interventions.
• Provide high-level administrative and coordination support to the Managing Director and senior management as required.
• Coordinate cross-functional activities and support the implementation of organizational priorities and initiatives.
• Assist in planning and coordinating executive events, workshops, retreats, conferences, and stakeholder engagements.
• Support the implementation and adherence to organizational policies, procedures, and executive office protocols.
• Undertake special assignments and other duties as may be assigned by the Managing Director.

• Executive Administration & Coordination
• Communication & Stakeholder Management
• Planning & Organizational Skills
• Report Writing & Analytical Skills
• Confidentiality & Professionalism
• Problem-Solving & Results Orientation
• Attention to Detail
• Computer Proficiency (Microsoft Office Suite)

• Bachelor’s degree in social sciences, Business Administration or a related discipline.
• Minimum of 2 years’ experience in Executive Assistant, office administration, or a similar role.