Chief of Staff

Job description

Oxiliry is a trusted business process outsourcing partner, providing quality resources and delivering scalable, efficient, and innovative solutions to empower businesses globally. Committed to excellence, we streamline operations to drive profitability, foster sustainable growth, and build lasting partnerships for success.

Key Responsibilities:

● Manage the executive's calendar with strategic prioritization, conflict resolution, and energy optimization to ensure focus on high-impact activities.

● Filter and manage all incoming communications, summarizing key points and escalating only critical matters that require executive attention.

● Execute end-to-end meeting workflows, including preparation, documentation, follow-ups, and tracking of outcomes to ensure accountability and progress.

● Develop and maintain structured systems that promote operational clarity, consistency, and efficiency across all business units.

● Track strategic initiatives through live dashboards, ensuring momentum on priorities and timely completion of deliverables.

● Monitor deadlines, send proactive reminders, and escalate delays to maintain accountability across teams.

● Prepare concise and data-driven decision materials that support efficient and informed executive decision-making.

● Align all activities and initiatives with broader organizational priorities, filtering out low-value or non-strategic tasks. Draft, edit, and refine communications that reflect the executive's voice and intent with professionalism and clarity.

● Liaise across internal and external stakeholders while preserving message integrity and executive context. ● Respond to correspondence and requests with sound judgment, tailoring tone and content to fit the audience and situation.

● Synthesize complex information into clear, actionable summaries that highlight key decisions and implications.

● Coordinate selective personal logistics such as travel, appointments, and commitments with absolute confidentiality and precision.

● Maintain a seamless integration of business and personal schedules while protecting executive time and maintaining professional boundaries.

Qualifications (Must Have):

● Minimum 7 years of experience supporting senior executives in complex, fast-paced environments.

● Proven track record of enhancing executive productivity by 25% or more through systems, prioritization, and operational excellence.

● Demonstrated experience executing across multiple business units or organizational functions.

● Exceptional English communication skills—both written and verbal.

● Ability to work independently with minimal supervision, maintaining high standards of quality and confidentiality.

● Strong organizational and analytical skills with the ability to translate complexity into clarity.

Qualifications (Preferred):

● MBA or equivalent business education from a recognized institution.

● Experience working in a similar industry or sector (BPO, technology, or service-based organizations preferred).

● International business exposure or experience supporting globally distributed teams.

● Prior experience in executive leadership, strategy, or operations management roles.

● Multi-language proficiency for cross-cultural communication.

● Hands-on experience with workflow automation or productivity systems (e.g., Notion, ClickUp, Asana, Airtable).

● Proven ability to implement scalable processes and decision-support systems for leadership. Certification:

● Microsoft Office Specialist (MOS) or Google Workspace Certification – for digital productivity tools

● Certified Executive Assistant (CEA) – International Association of Administrative Professionals (IAAP)