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 to provide dedicated remote support to a key executive leader within a disability inclusivity organization. You'll play a key role in managing day-to-day administrative tasks, optimizing calendar and email workflows, supporting key projects for the organization, and ensuring smooth coordination across internal and external communications. Our client is looking for a highly organized, detail-oriented, and proactive professional who is tech-savvy and thrives in a fast-paced, remote environment. The ideal candidate demonstrates excellent judgment, high attention to detail, the ability to prioritize competing demands, and a proven capacity to work both independently and collaboratively all while maintaining confidentiality and a strong commitment to service excellence. This is an exciting opportunity to work closely with an executive leader and contribute meaningfully to operational efficiency and strategic focus.
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
Education:
- Bachelor's degree in a related field (preferred).
Experience
- 3+ years of experience as an Executive Assistant, Personal Assistant, or in a similar support role.
- Proven success supporting senior-level executives in a remote setting.
Skills
- Proficiency in Microsoft Office Suite, Google Drive, and Adobe software.
- Familiarity with project management or productivity tools (e.g., Asana, Trello), Dropbox, and MailChimp.
- Exceptional organizational and time management skills.
- Strong written and verbal communication skills.
- Critical thinking and problem-solving abilities.
- Ability to work independently and take ownership of tasks with minimal supervision.
- Comfortable managing shifting priorities in a fast-paced environment.
Characteristics
- High degree of professionalism, discretion, and attention to detail.
- Proactive, tech-savvy, and adaptable.
- Collaborative mindset with a strong commitment to service excellence.
- Interest in or experience with disability inclusion (preferred).
Responsibilities
- Executive Support
- Manage the executive leader's calendar, scheduling internal and external meetings aligned with key priorities.
- Coordinate travel logistics, including flights, accommodations, and itineraries (if applicable).
- Screen and manage emails, flagging priority items and drafting responses on behalf of the executive.
- Prepare and edit presentations, reports, meeting agendas, and other executive-level documents.
- Communication & Coordination
- Support communication between the executive leader and team members, partners, and participants.
- Coordinate meeting logistics (Zoom/Google Meet/Calendly scheduling, attendee invites, pre-meeting materials).
- Take and distribute clear meeting notes and ensure timely follow-up on action items.
- Project & Task Management
- Set up new projects, assist with implementation, and prepare closeout documentation.
- Track ongoing projects, timelines, and deliverables across multiple departments.
- Maintain task lists, follow-up workflows, and weekly reports to keep projects on track.
- Support execution of strategic initiatives by researching, compiling data, and organizing information for decision-making.
- Manage and update CRM systems.
- Administrative Operations
- Organize and maintain digital filing systems and shared drives.
- Assist with invoice processing, expense tracking, and reimbursement submissions.
- Support onboarding or vendor management tasks related to the executive leader's team or function.
- Maintain, update, and develop office policies and procedures as needed.
- Support participant recruitment, correspondence, screening, and orientation.
- Assist with the organization and creation of grant proposals.
- Post content to social media channels and monitor engagement.
- Confidentiality & Data Management
- Handle sensitive information with the utmost discretion and professionalism.
- Maintain a high level of confidentiality across all communications and documentation.
- Adhere to data collection and management protocols, safeguarding participant confidentiality.
