ITM Africa Ltd is an international business solution company specializing in all HR solutions, Talent Acquisition, and Training.
About the role
The Chief of Staff and Board Liaison will provide executive support for a wide range of business administration duties and ensure general support of a highly confidential nature to the CEO and the Board.
He/She will facilitate interaction between key internal and external stakeholders with the affairs of the CEOs office.
He/She will improve current processes and coordinate the office procedures for optimized efficiency and productivity, be responsible for communicating objectives between departments, and serve as liaison between staff, executives, senior leaders, and CEO, regarding company climate, employee well-being, project updates, proposals, and planning.
What you will do
1. Provide high level Administrative Support and assistance to the CEO
• Serve as primary point of contact with internal and external stakeholders on matters relating to the CEO’s office.
• Strategically manage the CEO’s time: working with assistant, looking at long term travel calendar, evaluating opportunities and determining fit with priorities
• Ensure seamless coordination of the CEOs daily schedule and calendar, monitoring that time and resources are allocated effectively and potential issues/conflicts are anticipated and resolved in advance.
• Monitor information flow, act as a gatekeeper, and ensure CEO’s involvement in projects or decision-making processes at the right moment.
• Manage correspondence and inquiries to the CEO’s office from internal and external stakeholders, taking initiative to filter, respond to and/or re-direct as appropriate.
• Liaise with all levels of staff, board, volunteers, government officials, and external contacts.
• Perform complex administrative duties including composing correspondence independently, producing reports and other documents to appropriately represent the mandate of the organization.
• Coordinate meeting logistics for the CEO, providing relevant preparatory materials and monitoring the timeliness of post-meeting commitments.
• Liaise with Communications in the coordination of press conferences and interviews for the CEO.
• Manage CEO’s schedule; organize complex travels in Africa and globally including visa requirements.
• Complete business expense reports for the CEO; manage and maintain all contacts, resources and files.
• Support with meeting preparation and follow up, reviewing upcoming meetings to ensure the CEO has all of the information needed to be as productive as possible and sending out agendas or documents to meeting attendees as necessary.
• Ensure business records are adequately stored and appropriate protocols are in place to safeguard access of personal and/or confidential information.
• Be the focal point and collect the requests for signature by the CEO, analyze the documents and synthetize for the CEO’s attention and append the electronic signature when approved by the CEO.
• Maintain an active dashboard of all action items in the works to ensure adequate and consistent follow-up for the CEO and with colleagues across the network.
• As required, lend support to Network colleagues.
2. Manage Board Liaison & Stakeholder Relations
• Serve as Board liaison being the key point of contact for all board members and board related activity in a highly professional, diplomatic and timely manner.
• Coordinate all meeting logistics interacting with board members and senior management team.
• Manage the Board meetings and leadership team meetings, ensuring meeting materials are sent in advance, time is well spent, and objectives are achieved.
• Take and prepare minutes of all Board and Committee meetings, distributing same within agreed upon timelines.
• Responsible for the planning and running of Board, Committee meetings, and Annual General Meetings (AGM); work closely with chairperson of the board, board of directors and committees’ chairpersons in preparation of documents, guidelines, issues.
• Attend all Board meetings, transcribe minutes, ensure to maintain and keep current key records of the Board including minutes, trademarks, statutes, etc., ensuring their physical and confidential security.
• Assist in scheduling meetings for the Senior Management team, coordinate the agenda, attend meetings and take notes.
• Coordinate travel for the Board members
You will be the right fit if you have:
• Ability to handle and respond to sensitive situations with tact, diplomacy, discretion and confidentiality
• Very strong interpersonal skills, with the ability to foster cooperation and collaboration
• Expert level written and verbal communication skills
• Strong planning and organization skills with the ability to perform and prioritize multiple tasks while paying close attention to detail
• Ability to work in a high demanding, fast paced work environment while maintaining quality of work and meeting deadlines
• Extremely versatile and dedicated to efficient productivity
• Trustworthy to handle and keep confident sensitive matters and/or information.
• Bachelor’s degree, preferably in Administration or related field (Master’s degree preferred)
• Minimum 7 years’ administrative experience supporting executive/senior leaders/Board of Directors
• Fluency in English/French language skills (speak, write, read)
• Excellent computer skills including MS Office; familiar with internet applications (i.e. Google Docs, Skype, SharePoint)
• Exposure to a NFP/NGO work environment
• International work experience an asset
Application deadline: 14th December 2020*
*Only shortlisted applicants will be contacted
Click here to apply
