Executive Assistant to Chief Executive Officer

Oximio is a multinational logistics and service provider specialising in clinical trial support. From our origins as a single depot, we have grown into a global network of facilities, delivering operational excellence, reliability, and compliance across borders. Our mission is to make complex logistics simple — through innovation, discipline, and teamwork. 

The Role

This is a fast-paced, high-impact dual role that combines strategic executive assistance to the CEO with leadership of Oximio's Admin Function.

As Executive Assistant to the CEO, you will ensure the CEO's time, priorities, and communications are managed effectively to drive organisational clarity, efficiency, and strategic delivery.

As Head of Executive Support, you will lead a small, high-performing, international team responsible for executive coordination, analytics, and global travel, ensuring consistent top-tier support across time zones and business functions.

This position involves close collaboration with the Senior Management Team (SMT) and the Board of Directors and includes attendance at SMT meetings and quarterly business reviews.

Key Responsibilities:

Executive Support to CEO

• Proactively manage the CEO's calendar, communications, and priorities across multiple time zones.

• Prepare the CEO for internal and external meetings through briefing materials, agendas, and research.

• Draft, edit, and manage executive correspondence, presentations, and confidential materials.

• Record key SMT and Board meetings, track decisions, and monitor follow-up actions.

• Coordinate global strategy sessions, workshops, and leadership meetings.

• Act as liaison between the CEO, Board, shareholders, SMT, and other key stakeholders.

• Maintain and enhance systems such as SharePoint, filing structures, and reporting dashboards.

Head of Executive Support

• Lead and develop the Admin Function team of three to four members located in different countries to deliver exceptional, consistent service.

• Oversee travel, off-site events, and Board/SMT workshop logistics.

• Plan and manage internal events, including quarterly All Managers and All Employees meetings.

• Produce professional-quality presentations and reports for internal and external use.

• Drive continuous improvement of administrative processes, tools, and documentation.

• Ensure seamless executive and Board support across global time zones.

Requirements:

Qualifications and Experience

• Extensive experience providing high-level support to C-suite executives, ideally to a CEO.

• Proven team management experience within administrative or executive support functions.

• Demonstrated success in fast-paced, international environments.

Skills and Attributes

• Strong leadership and delegation skills.

• Excellent written and verbal communication, confident at all organisational levels.

• Highly organised, detail-oriented, and discreet.

• Proactive, adaptable, and solution-focused.

• Advanced proficiency in Microsoft 365, SharePoint, and collaboration tools.

• Experience with Canva (or equivalent) for executive communications and presentation design.

• Strong stakeholder management and relationship-building abilities.

• Flexibility to work across global time zones when required.

Performance Indicators

• High quality and consistency of executive support provided to the CEO and SMT.

• Demonstrable team performance and professional development within the Admin Function.

• Accuracy and timeliness of travel, internal communications, and reporting systems.

• Positive stakeholder feedback and alignment across departments and regions.

Why Join Oximio?

At Oximio, we are united by a sense of purpose and a shared standard of excellence. You will join a growing global organisation where your work has a direct impact on the company's effectiveness and success. We offer a collaborative culture, international exposure, and the opportunity to help shape the future of our operations.