Executive Assistant

Our Company

At DOXA, we are dedicated to connecting businesses with top-tier talent across various industries. Our mission is to deliver innovative solutions that drive exceptional outsourcing services, enabling companies to expand their teams and grow their operations seamlessly.

What sets DOXA apart is our commitment to fostering a vibrant and supportive team culture. Join us and be part of a culture that prioritizes your happiness and well-being, ensuring you thrive both personally and professionally.

The Role:

We're seeking an Executive Assistant. This role is designed for a highly organized and proactive professional who thrives in fast-paced environments and can provide reliable administrative, operational, and light client-facing support to executive leadership.

You'll play a key role in supporting the founder and executive team, ensuring smooth daily operations, effective communication, and coordination across meetings, events, and internal systems.

Location: Must be in Colombia – Remote.

Environment: Colombian and International Teams.

Language: Advanced English (B2+ - C1).

Timezone: Monday to Friday – EST

Contract: Non-fixed Term Colombian Contract.

Requirements:

• College degree (must have)
• Proven experience as a Executive assistant, administrative assistant, or executive assistant
• Strong organizational and time management skills
• Excellent written and verbal communication
• High level of discretion and professionalism
• Capable of working independently and managing competing priorities
• Comfortable learning and working in various software programs

Nice to Have

• Experience with Customer Relationship Management systems, ideally HubSpot
• Event planning or coordination experience

Basic project management experience

• Working Style
• Detail-oriented and reliable
• Proactive and resourceful
• Calm under pressure and adaptable
• Interested in growing with an evolving organization

Education: achelor's degree required.

Experience: 3–7 years of experience as an Executive Assistant or in a similar high-level administrative support role.

Skills:

• Strong organizational and time management skills
• Excellent written and verbal communication
• Calendar and email management
• Travel coordination and expense tracking
• Document management and record keeping
• Basic project management support
• Client communication and customer service
• Comfortable working with multiple software platforms (e.g., Slack, Notion, etc.)
• CRM management experience, ideally HubSpot

Characteristics:

• High level of discretion and professionalism
• Detail-oriented and reliable
• Proactive and resourceful
• Calm under pressure and adaptable
• Able to work independently and manage competing priorities
• Interested in growing with an evolving organization

Responsibilities:

Administrative and Executive Support

• Provide full administrative support to the founder and executive leadership
• Manage executive email and calendar, including complex scheduling and follow-up
• Answer phones and route inquiries appropriately and take accurate and detailed messages
• Schedule appointments and coordinate meetings
• Make travel arrangements and manage expense tracking and reconciliation
• Send out frequent communications

Client Support and Communication

• Serve as a point of contact for clients, members, and leads
• Provide professional and responsive customer service and client support
• Track follow-ups and ensure timely responses to inquiries

Operations and Document Management

• Maintain organizational records and documents
• Create, manage, and organize document collection and facilitate related processes
• Ensure documents, notes, and files are accurate and up to date
• Support basic project management and execution tracking

Event and Program Support

• Assist with planning and coordination of company events, meetings, and gatherings
• Support event logistics including scheduling, communication, and follow-up
• Facilitate execution of meetings, and events

Systems and Tools

• Work confidently across multiple software platforms (slack, notion, etc)
• Maintain contact records and client data within Hubspot (CRM)