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 are seeking a highly experienced, emotionally intelligent, and proactive
Senior Executive Assistant to be the right hand to our CEOand, when capacity allows, support other senior leaders across the organization. This is a high-trust, high-impact role for someone who thrives in a fast-paced, ever-evolving environment and is motivated by being one step ahead, solving problems before they arise, and bringing order to complexity.
The ideal candidate is assertive yet empathetic, a clear and confident communicator, and has an unwavering sense of ownership, taking tasks from start to finish and navigating ambiguity with ease. You should be energized by variety, able to self-prioritize without needing constant direction, and driven by the satisfaction of making things smoother, smarter, and more effective for those you support.
Location: Must be in Colombia Remote.
Environment: Colombian and International Teams.
Language: Advanced English (B2+ - C1).
Timezone: Monday to Friday [Horario].
Contract: Non-fixed Term Colombian Contract.
Requirements
- 5+ years of experience supporting senior or C-level executives in fast-paced environments. Owner/founder support experience a huge plus.
- Proven ability to take ownership of workseeing projects and tasks through without reminders or micromanagement. Strong proactive communicator on outcomes and priorities.
- Thrives in ambiguity and comfortable with the unknown; you figure things out quickly and confidently.
- High emotional intelligence with a friendly, professional, and empathetic presence.
- Assertive and direct when needed; able to speak up, push back respectfully, and manage upward.
- Exceptionally organized, self-motivated, and able to prioritize autonomously.
- Strong proficiency in Microsoft Office Suite, especially Outlook, Word, Excel, and PowerPoint.
- Excellent communication skillsboth written and verbal.
- Tech-savvy enough to troubleshoot issues and bridge the gap for a less technical executive.
- Discreet and trustworthy with sensitive, high-level information.
- Experience supporting multiple executives or working in a shared services environment.
- Familiarity with modern collaboration tools like Zoom, Slack, Asana/Monday.com, or Google Workspace.
Education: Bachelor's degree in Business Administration, Communications, Psychology, or a related field.
Additional certification in Executive Assistance, Office Management, or Project Coordination is a plus.
Experience: 5+ years providing executive-level administrative support to senior leadership. Demonstrated experience managing complex calendars, travel arrangements, and confidential correspondence. Proven success in project coordination, meeting preparation, and stakeholder communication. Previous experience working in dynamic, high-growth, or entrepreneurial environments preferred.
Skills: Advanced organizational and time-management abilities. Strong writing, proofreading, and presentation design skills. Excellent interpersonal and cross-functional collaboration skills. Proficiency in task and workflow management tools (Asana, Monday.com, Trello). Ability to multitask under pressure and meet deadlines with minimal supervision. Strong analytical thinking and attention to detail.
Characteristics: Proactive, resourceful, and solutions-oriented. Confident yet approachable communicator. Adaptable to change and capable of managing competing priorities. Reliable, loyal, and committed to confidentiality. Positive attitude with a service-minded approach. Strategic thinker with a high degree of professionalism and discretion.
Responsibilities
Executive Support (Primary CEO)
- Own and optimize the CEO's calendar, communications, and day-to-day priorities to align with strategic goals.
- Manage inbox, scheduling, travel, and meeting logistics with a focus on efficiency and preparedness.
- Prepare meeting materials, agendas, presentations, and take detailed action notes when needed.
- Act as a gatekeeper and liaison, maintaining professional and thoughtful communication across stakeholders.
- Communicate with customers at the direction of the CEO to handle important action items and increase bandwidth of the CEO.
Shared Services Support (Secondary)
- Provide high-level support to other executives or teams as availability permits.
- Help balance workload across the leadership team by contributing to operational or project-based tasks.
- Serve as a versatile resource for special initiatives, short-term needs, or unstructured challenges.
Initiative & Ownership
- Take full ownership of tasksfrom initial planning through execution and follow-up.
- Handle new or ambiguous challenges confidently, using resourcefulness and independent judgment.
- Proactively look for ways to improve processes, systems, and team productivity without being asked.
- Work independently and own results not just taking direction, but driving value.
Technology & Tools
- Be the go-to support for basic user level questions on Office and Administrative tools (e.g., calendar syncing, conferencing tools, Office Suite).
- Ensure the CEO is equipped with the right tools, updates, and setup for seamless daily operations.
- Liaise with IT and operations for technical troubleshooting or equipment needs.
