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Personal Assistant - Client Operations & Administrative Coordinator

Full-TimeNairobi, KenyaPartner Organization

Role Purpose

Ensure structured client management, timely follow-up, accurate weekly surgery coordination, and reliable administrative support so the Founder can focus on clinical delivery and business growth. This role owns client flow discipline and operational organization.

Core Responsibilities

1. Client Inquiry & Follow-Up Management

  • Log all new inquiries immediately into the client tracker
  • Initiate first response within agreed timeline
  • Schedule consultations where applicable
  • Conduct structured follow-ups based on approved timeline
  • Track client movement through pipeline stages
  • Flag high-potential or urgent leads to Founder

2. Client Conversion Support

  • Prepare consultation summaries when required
  • Send required documents, quotations, and confirmations
  • Track pending client decisions
  • Maintain updated conversion status dashboard
  • Support deposit confirmation and booking coordination

3. Weekly Surgery Coordination

  • Confirm all surgeries for the upcoming week by Sunday
  • Share structured Sunday surgery update (client name, procedure, payment status, special notes)
  • Ensure pre-surgery requirements are completed
  • Coordinate reminders and confirmations

4. Founder Administrative Support

  • Manage calendar scheduling
  • Track outstanding tasks and follow-ups
  • Provide weekly summary of client pipeline status, pending actions, and issues requiring decision

5. Communication & Record Keeping

  • Maintain professional tone across all platforms
  • Respond within agreed response time window
  • Escalate complex or sensitive matters appropriately
  • Maintain organized digital filing system
  • Update client tracker daily
  • Submit structured weekly operations summary

Key Performance Indicators

Follow-up completion rate
Response time to new inquiries
Lead tracking accuracy
Weekly surgery schedule accuracy
Conversion tracking accuracy
Weekly reporting consistency

Requirements

  • Strong organizational and time management skills
  • Experience in client management or administrative coordination
  • Excellent professional communication across all platforms
  • Ability to maintain accurate records and structured reporting
  • High attention to detail and confidentiality
  • Proficiency in digital tools for scheduling, tracking, and filing
Apply for This RoleApplications go to ujuzihubke@gmail.com