Essential Job Details

• Position Title: Executive Assistant
• Organization: Pandemic Action Network (PAN)
• Work Location: Remote – Based in Nairobi, Kenya or U.K. (London area preferred)
• Employment Type: Full-Time Equivalent (FTE)
• Contract Duration: Indefinite
• Reporting To: Eloise Todd (Executive Director) & Aggrey Aluso (Africa Director)
• Application Deadline: Rolling (Apply Now)
• Application Link: Apply here via Airtable

Introduction

Pandemic Action Network (PAN) is a global coalition of more than 400 partners dedicated to building a future where the world is better prepared to prevent and respond to infectious disease outbreaks. PAN works across sectors to advocate for sustainable financing, equitable access, strengthened health systems, and enhanced political leadership in global pandemic preparedness.

As PAN continues to scale its global influence, we are seeking a highly skilled, self-motivated, and experienced Executive Assistant to provide comprehensive support to two top-tier executives — one based in Brussels and another in Nairobi. This is a fully remote position for candidates residing in Kenya or the United Kingdom.

This opportunity offers a rare chance to join a mission-driven, fast-paced team working at the center of global health advocacy. The ideal candidate will be a proactive and organized problem-solver with strong communication skills, exceptional discretion, and a collaborative mindset.

About Pandemic Action Network

Founded in response to the COVID-19 crisis, PAN is working to ensure that the world never faces another preventable pandemic. The Network’s mission is to drive collective action to:

• Translate lessons from COVID-19 into sustained reforms
• Support equitable pandemic prevention and response policies
• Mobilize resources for global health security
• Promote accountability and collaboration among governments, civil society, and the private sector

PAN is fiscally sponsored by Panorama Global, a 501(c)(3) nonprofit social impact organization headquartered in the United States.

Position Summary

As the Executive Assistant, you will serve as a key support person for both the Executive Director and the Africa Director, helping them stay organized, efficient, and responsive in their daily work. Your role will be foundational in ensuring both executives can focus on high-impact strategic priorities while you handle logistics, stakeholder coordination, communications, and administrative oversight.

This role will suit someone who is deeply organized, solutions-oriented, and capable of handling sensitive matters with utmost confidentiality. You must thrive in fast-changing environments and be comfortable managing across time zones and global partnerships. This is a remote work opportunity with flexible hours based on executive availability.

Key Responsibilities

Leadership Support (80%)

• Manage high-volume and complex scheduling and calendar coordination for two executives
• Coordinate travel logistics, including international flights, accommodations, visas, and travel memos
• Track executive deliverables and deadlines, proactively creating buffer time for completion
• Prepare meeting briefs, talking points, and background materials for stakeholder engagements
• Attend and document meetings where appropriate, capturing notes, decisions, and action items
• Maintain discretion while acting as the primary gatekeeper for communications and meeting requests
• Coordinate executive participation in internal working groups and external panels, forums, and summits
• Submit and track expense reports in accordance with PAN and Panorama’s financial policies
• Engage with stakeholders on behalf of the executives in a respectful and diplomatic manner

Team and Project Support (20%)

• Support internal team meetings by managing agenda logistics, note-taking, and chat support
• Input and update partner data in PAN’s Airtable-based CRM
• Help gather and maintain accurate contact records for outreach campaigns and stakeholder engagement
• Contribute to the coordination and execution of PAN advocacy campaigns and donor communications
• Support administrative tasks related to events, campaigns, and team systems improvement
• Provide light-touch research support on partners, policies, or opportunities as requested

Qualifications

Essential Qualifications:

• Minimum 5 years of experience in a dynamic office environment supporting senior leadership
• Experience managing complex scheduling and prioritization across multiple stakeholders
• Strong communication skills — professional writing, briefing, email coordination, and stakeholder engagement
• Proficiency in tools such as Zoom, Microsoft Office, Google Workspace, PowerPoint, etc.
• Familiarity with CRM platforms (Airtable preferred) and project management software
• Fluency in English (spoken and written)
• Proven ability to remain poised under pressure and juggle multiple tasks with composure
• Must have the right to work in the U.K. or Kenya

Desirable Qualifications:

• Experience in international NGOs or political advocacy organizations
• Project management training or relevant experience
• Multilingual abilities (especially French or Swahili)
• Demonstrated ability to work across cultures and time zones

Key Competencies

• Mission-aligned: Deep commitment to PAN’s vision and values
• Highly organized: Strong planning, logistics, and follow-through
• Relationship-oriented: Ability to engage diplomatically and with cultural sensitivity
• Collaborative: Works effectively across internal teams and external partners
• Tech-savvy: Adaptable and willing to master new digital tools quickly
• Solutions-focused: Brings options and clarity when presenting issues to leadership
• Proactive: Doesn’t wait for direction; anticipates needs and acts with initiative
• Discreet & professional: Handles confidential matters with care and trust

Compensation and Benefits

• Competitive compensation based on experience, location, and internal equity
• Benefits include:
  • Unlimited paid time off (subject to manager approval)
  • Remote work flexibility
  • Participation in PAN’s global events, learning forums, and team retreats
  • Growth and mentorship opportunities within a fast-scaling organization

Diversity and Inclusion Statement

PAN and its fiscal sponsor Panorama Global are committed to creating a diverse, inclusive, and equitable working environment. All qualified applicants will receive consideration without regard to race, ethnicity, religion, gender identity, sexual orientation, marital status, age, ability, or any protected status.

We especially encourage women, people from underrepresented communities, and those with lived experience in global health or advocacy to apply.

How to Apply

To apply for the Executive Assistant position at Pandemic Action Network:

1. Click on the following secure link to submit your application:
   Apply via Airtable here
2. Submit the following documents:
   • A current CV/resume
   • A cover letter explaining your interest, qualifications, and location preference

Only complete applications submitted via the Airtable form will be considered.

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TAGS: Executive assistant NGO jobs Nairobi, international health executive assistant jobs Kenya, remote assistant jobs in global health advocacy, Pandemic Action Network careers, high-level administration jobs in nonprofit sector UK