Chief of Staff to the Executive Director at eHealth Systems Africa

Purpose of the position 

• The Chief of Staff (CoS) is a critical member of the senior leadership team, providing strategic, operational, and administrative support to ensure the effective and efficient execution of the organization’s goals.
• The CoS will work closely with the leadership to drive key initiatives, streamline operations, and manage cross-functional projects.
• This role requires a highly organized, proactive, and results-oriented professional capable of balancing multiple responsibilities in a fast-paced environment.

What you’ll do
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Other duties may be assigned:

• Scheduling and calendar management: Proactively manage and coordinate the calendars of the Executive Director, prioritizing and arranging internal and external meetings.
• Travel arrangements and coordination: Oversee all travel coordination and work with the travel unit to plan and organize travel and accommodation for the Executive Director as needed.
• Meeting preparation and follow-up: Prepare agendas, collate papers and reports, and ensure all necessary materials are available for Board meetings. Follow up on action points and distribute meeting summaries.
• Expense report management: Assist Executive Director with the preparation and submission of expense reports.
• Email management and delegation: Manage Executive Director's inboxes, prioritizing and delegating emails as appropriate.
• Document preparation and management: Draft routine letters, meeting minutes, and other documents to a high standard. Maintain effective filing and data storage systems.
• Project management support: Provide support for Board-related projects using tools like Asana, ensuring tasks are tracked and deadlines are met.
• Confidential information handling and discretion: Exercise complete discretion and maintain a high regard for confidentiality in all matters related to the Executive Director, Board and its members.
• Liaison between Executive Director and other stakeholders: Act as a primary point of contact for Executive director, facilitating communication and coordination with internal and external stakeholders.
• Note-taking and meeting summaries: Take accurate and concise notes during meetings and prepare clear and comprehensive summaries for distribution.
• Presents a professional demeanor at all times.  Approaches others in a tactful manner.  Reacts well under pressure.  Treats others with respect and consideration, regardless of their status or position.  Accepts responsibility for their own actions.  Follow through on commitments.
• Participates in and promotes a positive, supportive, cooperative team environment.
• Attends and participates in staff meetings, training classes and supervision.
• Adheres to Policies and Procedures.
• Adheres to eHealth Africa Code of Conduct as well as ethical standards of the field.

Who you are
The requirements listed below are representative of the knowledge, skill and/or ability required to successfully perform this job.
Strategic Support & Alignment:

• Collaborate with the executive team to develop, execute, and monitor strategic initiatives.
• Assist in aligning departmental goals with the organization’s vision and objectives.
• Provide input and recommendations on organizational strategy, policy, and decision-making processes.

Project Management:

• Lead and manage critical projects and initiatives from inception to completion, ensuring deadlines and deliverables are met.
• Oversee cross-functional coordination, resolving issues and ensuring seamless collaboration across teams.
• Develop project plans, track progress, and report on outcomes to executive leadership.

Operational Efficiency:

• Identify opportunities for process improvement and implement streamlined solutions to enhance productivity.
• Ensure that the executive’s priorities and goals are communicated effectively across the organization.
• Develop and maintain systems to track and measure operational performance metrics.

Leadership & Team Support:

• Act as a liaison between the executive team and other departments, facilitating communication and alignment.
• Mentor and support managers and team members, assisting in professional development and leadership training.
• Prepare presentations, reports, and updates for board meetings, executive sessions, and stakeholder briefings.

Stakeholder & Relationship Management:

• Represent the executive leadership in internal and external meetings, fostering relationships with key stakeholders.
• Manage key partner and client relationships, ensuring positive engagement and communication.
• Act as a point of contact and resource for high-level inquiries and requests from stakeholders.

Administrative Oversight:

• Oversee executive scheduling, travel arrangements, and meeting preparations to maximize the executive’s efficiency.
• Manage and coordinate special events, workshops, or meetings led by the executive team.
• Draft communications, internal memos, and other documentation as needed.

Qualifications
Education and Experience:

• Bachelor’s degree in Business Administration, Nonprofit Management, Public Administration, or a related field. Masters in Business Administration, Organizational Leadership,
• Minimum of 7 years of experience in nonprofit management, business operations, or a similar leadership role, with at least 5 years of experience in a senior management position supporting executive leadership.
• Proven track record of successfully managing high-priority projects and cross-functional teams in a fast-paced, dynamic environment.
• Experience in a nonprofit or mission-driven organization is highly preferred.

Certifications:

• Project Management Professional (PMP) or equivalent certification is strongly preferred.
• Additional certifications in strategic planning, nonprofit management, or leadership development (e.g., Certified Nonprofit Professional (CNP), Certified Manager (CM)) are a plus.

Required Competencies:

• Leadership and Strategic Thinking: Ability to anticipate the needs of the Executive Director and the organization, offering strategic insights and solutions.
• Project Management: Expertise in leading cross-functional projects from inception through execution, ensuring alignment with organizational priorities.
• Communication: Excellent written and verbal communication skills, with the ability to communicate effectively with internal and external stakeholders at all levels.
• Problem-Solving: Strong analytical and critical thinking skills, with the ability to resolve complex issues quickly and effectively.
• Relationship Building: Strong interpersonal skills and the ability to cultivate positive relationships with colleagues, board members, funders, and other key stakeholders.
• Time Management and Organization: Exceptional organizational skills, with the ability to manage multiple tasks and priorities effectively in a fast-paced environment.
• Discretion and Integrity: High level of professionalism, discretion, and integrity when handling sensitive information and decision-making processes.