C Level Assistant

About VOX

Job Overview

Administrative Management & Executive Support

• Oversee complex calendar management for the CEO and key C-level leadership members, ensuring strategic prioritization of meetings, deadlines, and high-impact initiatives. Anticipate business needs, identify conflicts, and proactively propose solutions before issues arise.
• Coordinate executive itineraries, appointments, travel arrangements, and reservations across business matters, including restaurants, hotels, conferences, and private engagements. Ensure seamless logistics and flawless execution.
• Organize calls, leadership meetings, board-level discussions, and executive events while ensuring all protocols, briefing materials, and stakeholder expectations are fully aligned—especially when external guests, investors, or strategic partners are involved.
• Facilitate bill payments, executive expense reports, and financial follow-up in close collaboration with the leadership team and finance, ensuring accuracy, discretion, and efficiency.
• Manage all incoming correspondence via phone, email, fax, and mail, ensuring timely prioritization, follow-up, and executive decision support where required.
• Develop, optimize, and maintain a robust information management system—both physical and digital—serving as the central operational hub for the leadership team.
• Act as a trusted right hand to the CEO, supporting decision-making processes, preparing executive summaries, and ensuring critical business matters are tracked to completion.
• Leadership Team Support & Project Management Officer Responsibilities:
• Serve as a shared executive resource across the C-level leadership team, functioning as a Management Officer (PMO) for each executive member.
• Track strategic initiatives, cross-functional projects, and leadership priorities across departments, ensuring integration, alignment, accountability, and execution against deadlines. Follow-up proactively with department heads and leadership stakeholders to maintain momentum and visibility.
• Prepare leadership dashboards, project status reports, action trackers, and executive summaries to support decision-making and ensure transparency across the organization.
• Monitor execution of business-critical projects, helping leadership identify blockers, escalate issues, and maintain operational discipline across teams.
• Coordinate leadership meetings, executive committees, and strategic planning sessions, ensuring clear agendas, documentation, action items, and follow-up ownership.
• Support the CEO in cascading priorities across the leadership team and ensuring alignment between strategic direction and day-to-day execution.
• Act as a communication bridge between the CEO and senior leadership, ensuring priorities are integrated.

Office and Event Management

• Plan and organize recurrent operational or high-level meetings, conferences, dinners, offsites, speaking engagements, and executive events, handling all preparations from logistics to stakeholder coordination, note-taking, and post-event follow-up.
• Assist in executive communication tasks, including formatting presentations, reports, leadership updates, and confidential business documentation to the highest