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 someone with 1-2+ years of professional experience who is ready to take ownership of complex calendars, internal systems, and key logistics.
You'll play a key role in serving as the central hub for efficient scheduling, team culture, and project organization leadership.
Location: Must be in Colombia Remote.
Environment: Colombian and International Teams.
Language: Advanced English (B2+ - C1).
Timezone: Monday to Friday 8:00 AM 5:00 PM EST.
Contract: Non-fixed Term Colombian Contract.
Requirements
- 1-2+ years of professional experience in an administrative, coordination, or executive support capacity.
- Exceptional organizational skills and a demonstrated ability to manage competing priorities in a fast-paced environment.
- High proficiency in calendar management and scheduling software (Google Workspace or Microsoft Outlook).
- Strong verbal and written communication skills with a professional demeanor suitable for client and partner correspondence.
- Detail-oriented and resourceful, with a commitment to maintaining confidentiality and professionalism.
- Prior experience with a project management platform (e.g., Monday.com, Asana, Trello) is a significant plus.
Experience
- 1-2+ years of professional experience in an administrative, coordination, or executive support capacity.
- Prior experience with a project management platform (e.g., Monday.com, Asana, Trello) is a significant plus.
Skills
- High proficiency in calendar management and scheduling software (Google Workspace or Microsoft Outlook).
- Strong verbal and written communication skills.
Characteristics
- Exceptional organizational skills and demonstrated ability to manage competing priorities in a fast-paced environment.
- Detail-oriented and resourceful, with a commitment to maintaining confidentiality and professionalism.
Responsibilities
Executive and Administrative Support:
- Manage complex and dynamic calendars for key executives, including scheduling internal and external meetings, appointments, and travel coordination.
- Prepare and organize necessary meeting materials, agendas, and presentation documents.
- Track and manage action items for leadership following internal meetings, ensuring follow-through.
Culture, Events, And Client Relations
- Coordinate All-Staff Events: Lead the planning and execution of internal events, including the annual staff retreat, team building activities, and holiday functions.
- Team Morale: Manage the internal recognition program, including organizing birthday cards, milestone celebrations, and acknowledgments.
- Client Gifting: Oversee the client gift program, managing vendor relationships, budget, and timely delivery of high-quality client appreciation gifts.
System Administration And Project Workflow
- System Ownership: Serve as the administrator and lead user for specific company systems, primarily Monday.com.
- Project Assignment: Manage the intake and assignment process for new creative projects, ensuring artists and production resources are assigned efficiently and documented accurately within the project management system.
- Ensure data integrity and standardized process implementation within key administrative platforms.
