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 organized and proactive
Executive Assistant to provide comprehensive support to our executive team. The ideal candidate will be a detail-oriented individual with exceptional communication and organizational skills, capable of managing a wide range of administrative and executive support-related tasks.
Experience working within the construction industry is a plus but not required.
Location: Must be in Colombia Remote.
Environment: Colombian and International Teams.
Language: Advanced English (B2+ - C1).
Timezone: Monday to Friday 9:00 AM 6:00 PM PST.
Contract: Non-fixed Term Colombian Contract.
Requirements
- Bachelor's degree or equivalent experience preferred.
- Proven experience as an executive assistant or similar role.
- Excellent organizational and time-management skills.
- Strong written and verbal communication abilities.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
- Ability to handle multiple tasks and prioritize effectively in a fast-paced environment.
- High level of discretion and confidentiality.
- Strong problem-solving skills and attention to detail.
- Ability to work independently and collaboratively with diverse teams.
- Commitment to promoting diversity, equity, and inclusion in the workplace.
Education
- Bachelor's degree in Business Administration, Communications, Management, or related field preferred.
- Additional certifications in Executive Assistance, Project Management, or Office Administration are a plus.
Experience
- 3+ years of experience supporting executive-level leaders (C-Level, VP, or Senior Management roles).
- Experience working in a fast-paced, multicultural environment.
- Prior experience in remote work environments and coordination across multiple time zones.
- Experience working with construction firms, contractors, or engineering teams is an advantage.
Skills
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Strong knowledge of project coordination tools (e.g., Monday.com, Trello, Asana, ClickUp).
- Excellent written and verbal communication skills in English.
- Strong time management, prioritization, and organizational skills.
- High attention to detail and accuracy in documentation.
- Ability to exercise sound judgment and maintain confidentiality.
- Strong interpersonal skills and ability to collaborate with cross-functional teams.
Characteristics
- Proactive, resourceful, and solution-oriented mindset.
- Exceptional organizational discipline and ability to manage competing priorities.
- Strong sense of responsibility and ownership.
- Adaptable, flexible, and comfortable working in changing environments.
- Professional and discreet, with a high level of emotional intelligence.
- Positive attitude, team-oriented, and committed to excellence.
Responsibilities
Administrative Support:
- Manage and maintain the executive's schedule, including organizing appointments, meetings, and travel arrangements.
- Prepare and edit correspondence, reports, presentations, and other documents as needed.
- Handle confidential information with discretion and professionalism.
- Assist estimators and construction managers with data entry, including entering project details, updating databases, organizing documentation, and ensuring accuracy of information used for bids and project management.
Communication
- Serve as the primary point of contact between the executive and internal/external stakeholders.
- Screen and direct phone calls, emails, and other communications to the appropriate parties.
- Draft, review, and send communications on behalf of the executive.
Meeting Coordination
- Coordinate and schedule meetings, including preparing agendas, taking minutes, and following up on action items.
- Arrange and manage logistics for meetings, conferences, and events.
Project Management
- Assist in the planning and execution of special projects and initiatives.
- Monitor and track project progress, ensuring timely completion of tasks and deliverables.
- Provide administrative support to construction-related projects by helping organize project files, updating tracking sheets, and maintaining accurate project documentation.
Travel Coordination
- Arrange travel itineraries, accommodations, and transportation for the executive and other team members.
- Prepare travel expense reports and ensure timely reimbursement.
