Executive Assistant to the Executive Director

at  eHealth Systems Africa

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 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.
• 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.

• Bachelor’s degree in the social sciences or a related field. Master’s degree is an added advantage.
• At least three years of relevant experience providing high-level administrative support, ideally in a senior role.
• Demonstrated experience supporting an Executive Director or similar high-level committee.
• Excellent communication and interpersonal skills, including the ability to convey information clearly and concisely, both verbally and in writing.
• Strong organizational and time management skills, with the ability to manage multiple priorities, meet deadlines, and adapt to a dynamic workload.
• Proficiency in Google Workspace Suite, Microsoft Office Suite, and other similar productivity tools (Asana, etc.).
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Prior experience working at the Executive level, Senior Management and/or with a Board of Directors.
• Experience working in a fast-paced, high-pressure environment, interacting with senior internal and external stakeholders.
• Ability to work independently and proactively, anticipating needs and taking initiative.
• Excellent problem-solving skills and a solutions-oriented mindset.
• Willingness to work flexibly, including occasional work outside of regular office hours.
• A strong commitment to the mission and values of eHealth Africa.

Required Competencies

• Strong organizational skills
• Proficiency in digital tools and software (e.g., Google Workspace, Asana)
• Excellent communication skills
• Ability to work across different time zones
• Discretion and confidentiality
• Proactivity and anticipation of needs
• Flexibility and adaptability
• Attention to detail
• Time management skills
• Problem-solving abilities

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.

• 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