Chief of Staff to the Executive Director

Who we are

eHealth Africa (eHA) designs and implements data-driven solutions and technologies to improve health systems for and with local communities. eHA’s technology works in low connectivity settings, and smartly uses data to drive decision-making by local governments and partner agencies to get optimum results.

We leverage our staff and department expertise across five programmatic areas:

• Health Delivery Systems
• Public Health Emergency Management Systems
• Disease Surveillance Systems
• Laboratory & Diagnostic Systems
• Nutrition & Food Security Systems

In each of these programmatic areas, we partner with governments, communities, nonprofits and other stakeholders to generate holistic solutions, because we believe that every community deserves access to the types of tools that can enable them to lead healthier lives.

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.

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.

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.

Technical Skills:

Proficiency in Google Workspace (Docs, Sheets, Slides) and project management tools (e.g., Asana, Trello, or Monday.com).

Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate, but can become louder at times due to group discussions or activities. eHA is a tobacco-free environment.

eHA Gender Diversity Statement

At eHealth Africa, diversity is integral to who we are. We value and honor diverse backgrounds and experiences, strive to create inclusive and equitable working environments that promote Learning, Fairness and Opportunities for all.

Above all

We believe strongly in our mission and our core values, and our teams are most successful when they do also.

IMPACT & QUALITY:

We push ourselves to maintain high standards, ensuring that we produce the most meaningful results in everything we do, no matter how big or small.

INNOVATIVE PROBLEM-SOLVING:

We maintain a worldview driven by possibilities, not limitations. We take smart risks and foster an environment where creativity and innovation thrive.

INTEGRITY:

We are honest and truthful in our work. We always do what is right, even when it is not easy. We put our values into practice and hold each other accountable.

Keywords

Chief of StaffExecutive DirectorStrategic SupportProject ManagementOperational EfficiencyLeadershipTeam SupportStakeholder ManagementRelationship ManagementAdministrative OversightCommunicationProblem-SolvingRelationship BuildingTime ManagementOrganizationDiscretionIntegrity