MDF is seeking a highly organised, proactive, and results-oriented Chief of Staff to work closely with the CEO and Executive Team, providing high-level executive, operational, and coordination support. The Chief of Staff will play a central role in ensuring the effective functioning of the Executive Office and supporting the management of executive priorities, organisational initiatives, stakeholder engagements, and day-to-day operations. The role will serve as a key link between the CEO, senior management, and other departments, facilitating effective communication, coordination, and timely execution of organisational priorities.
The successful candidate will be responsible for coordinating executive engagements, managing competing priorities and complex schedules, preparing executive-level materials, facilitating communication across teams, and ensuring timely follow-through on key decisions and initiatives. The role will also involve coordinating executive communications, monitoring assigned projects and deliverables, and proactively addressing operational and coordination challenges.
The ideal candidate will demonstrate excellent judgement, discretion, strong organisational and communication skills, and the ability to anticipate the needs of the CEO and Executive Team. They must be comfortable engaging with senior executives, external partners, donors, government representatives, international organisations, and other high-level stakeholders in a fast-paced, international, and evolving environment.
Key Duties and Responsibilities
Executive Office & Leadership Coordination
Provide high-level executive, administrative, and operational support to the CEO and Executive Team, ensuring effective coordination of their activities, priorities, and commitments.
Coordinate the day-to-day functioning of the Executive Office, ensuring that executive priorities, administrative requirements, and key deliverables are effectively managed.
Serve as a central point of coordination between the CEO, Executive Team, department heads, and other relevant stakeholders.
Manage the CEO's calendar, appointments, meetings, and engagements, coordinating schedules across different time zones and resolving competing priorities.
Monitor executive commitments, deadlines, and outstanding matters, ensuring timely follow-up and escalation where necessary.
Anticipate the needs of the CEO and Executive Team and proactively address administrative, logistical, and operational requirements.
Facilitate effective communication and information flow between the Executive Office and other departments.
Meetings & Executive Engagements
Coordinate executive, management and other high-level meetings and engagements.
Prepare agendas, presentations, briefing notes, and other relevant materials.
Attend meetings where required and maintain accurate records of key decisions, action points, responsibilities, and deadlines.
Maintain an effective action tracker and follow up with relevant team members to ensure agreed actions are completed.
Support the planning and execution of high-level stakeholder meetings, visits, events, and conferences.
Maintain effective working relationships with key internal and external contacts and ensure appropriate follow-up after engagements.
Represent the Executive Office in meetings and engagements when delegated by the CEO
Provide regular updates to the CEO on outstanding actions, progress, delays, and matters requiring management attention.
Communication & Documentation
Draft, review, and coordinate executive correspondence, reports, presentations, briefing notes, letters, and other official communications on behalf of the CEO and Executive Team.
Prepare professional communications for internal and external stakeholders as delegated.
Maintain well-organised electronic and physical records relating to the Executive Office.
Ensure confidential and commercially sensitive information is handled securely and appropriately at all times.
Coordinate the implementation and follow-through of key management directives.
Travel, Events & Executive Logistics
Coordinate domestic and international travel arrangements for the CEO and, where required, members of the Executive Team, including flights, accommodation, visas, ground transportation, and itineraries.
Prepare detailed travel schedules and briefing materials for executive travel.
Coordinate meetings, conferences, events, official visits, and stakeholder engagements involving the CEO and Executive Team.
Manage logistical arrangements and proactively resolve scheduling or travel-related changes and disruptions.
Organisational Support
Support the Executive Team in coordinating strategic and cross-functional projects involving multiple departments and stakeholders.
Track assigned projects, milestones, and deadlines, identifying potential delays or coordination challenges and bringing them to the attention of the CEO.
Identify opportunities to improve administrative processes, internal coordination, and systems to ensure the efficient functioning of the Executive Office.
Work closely with colleagues across MDF to support the effective execution of organisational priorities.
Undertake special assignments and other priority initiatives as directed by the CEO or Executive Team.
Qualifications & Experience
Bachelor's degree in Business Administration, Management, International Relations, Law, Public Administration, or a related field.
Minimum of three (3) years' relevant professional experience in executive support, operations, project management, programme coordination, management, or a similar role.
Previous experience supporting a CEO, Executive Director, Managing Director, senior leadership team, or other C-suite executives is strongly preferred.
Experience coordinating projects and working across multiple teams, departments, and stakeholders.
Experience preparing executive-level reports, presentations, briefing notes, and official correspondence.
Demonstrated ability to work effectively in a fast-paced, multicultural, and international environment.
Skills & Competencies
Exceptional organisational and time-management skills.
Outstanding attention to detail and accuracy.
Excellent written and verbal communication skills.
Strong interpersonal and stakeholder management abilities.
Excellent judgement, discretion, and confidentiality.
Ability to anticipate needs, take initiative, and work independently.
Strong problem-solving and decision-making skills.
Ability to manage multiple priorities and remain calm and effective under pressure.
Strong follow-through and accountability.
High emotional intelligence and professional maturity.
Proficiency in Microsoft Office applications, particularly Word, Excel, PowerPoint, and Outlook.
A resourceful, energetic, and solutions-oriented approach with a strong 'can-do' attitude.
Salary: Competitive, compensation commensurate with experience and qualifications
Success Factors
The successful Executive Assistant will:
Demonstrate initiative, drive, reliability, and a high level of professional judgement.
Take ownership of responsibilities and consistently deliver work to a high standard.
Demonstrate a strong commitment to teamwork, accountability, and effective communication.
Thrive in an evolving and challenging environment and adapt effectively to changing priorities.
Represent MDF professionally both within and outside the workplace.
Conduct themselves professionally and respect local laws, customs, and MDF's policies, procedures, and values at all times.
Additional Information
In the spirit of our founder and namesake, MDF is dedicated to building an inclusive workforce where diversity is valued and promoted.
We are an Equal Opportunity Employer (EOE), and all qualified candidates will receive consideration for employment without regard to race, colour, religion, sex, national origin, age, sexual orientation, gender identity, genetic information, disability, or protected veteran status.
This Job Description summarises the principal duties and responsibilities of the position. It does not prescribe or restrict the exact tasks that may be assigned in carrying out these responsibilities. Management reserves the right to review and revise this document at any time.
This document outlines the principal duties of the position and does not constitute a contract of employment.