Executive Assistant

at  eHealth Africa

eHealth Africa 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 uses data to drive decision-making by local governments and partner agencies to get optimum results.
We are recruiting to fill the position below:

PURPOSE OF THE POSITION

• The Executive Assistant to the Executive Directors provides high-level administrative and project management support to ensure the smooth functioning of the Executive Director.
• This role requires exceptional organizational skills, discretion, and the ability to maintain confidentiality.
• The Executive Assistant will act as a liaison between the Executive Director and other stakeholders, ensuring effective communication and coordination.

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.
• 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.
• 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.
• 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.