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 a
proactive, detail-oriented, and highly organized Executive Assistant to serve as a trusted personal and operational partner to
the CEO, a dynamic entrepreneur involved in multiple ventures.
This role is designed for someone who thrives in a fast-paced, remote-first environment and can manage complex administrative, operational, and coordination tasks across several business lines.
You'll play a key role in enabling strategic focus by owning executive support functions, coordinating projects, managing travel and expenses, and supporting communications and brand initiatives.
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 MST.
Contract: Non-fixed Term Colombian Contract.
Requirements
- Bachelor's degree or equivalent experience preferred
- 24 years of experience in an executive assistant, operations, or high-level administrative role
- Proven success managing multiple priorities across stakeholders, organizations, or founders
- Strong working knowledge of Google Workspace, Microsoft Office, QuickBooks Online, and digital scheduling tools (e.g., Calendly, Zoom)
- Familiarity with project and task management platforms such as Asana, Trello, or ClickUp
- Excellent written and verbal communication skills with a proactive, professional tone
- High integrity, discretion, and trustworthiness in managing confidential information
- Exceptionally organized, self-motivated, and capable of working independently in a fully remote setting
- Comfortable navigating ambiguity and changing priorities in a multi-venture environment
Education: Bachelor's degree or equivalent professional experience preferred
Experience: 24 years of experience as an Executive Assistant, Operations Coordinator, or in a high-level administrative role supporting founders or executives
Skills: Strong proficiency in Google Workspace, Microsoft Office, QuickBooks Online. Experience with scheduling and communication tools (Calendly, Zoom, etc.). Familiarity with project and task management platforms (Asana, Trello, ClickUp).
Characteristics: Highly organized, proactive, and detail-oriented. Exceptional multitasking and time management skills. High integrity, discretion, and professionalism. Comfortable working independently in a fully remote, multi-venture environment. Able to navigate ambiguity and shifting priorities with confidence.
Responsibilities
Executive & Personal Support
- Own and manage the CEO's dynamic calendar, coordinating meetings, appointments, and events across multiple organizations and time zones
- Set appointments proactively, ensure follow-through, and protect focus time for deep work and strategic priorities
- Book and manage complex domestic and international travel for the CEO and team members, including flights, accommodations, and detailed itineraries
- Prepare agendas, capture notes from key meetings, and track action items to ensure timely follow-up and alignment
- Handle a range of personal and professional administrative tasks to streamline the CEO's day-to-day operations
Cross-Venture Operational Support
- Serve as a centralized point of coordination across ventures, including 2 companies, and others, by adapting quickly to varying workflows and stakeholder needs
- Maintain internal systems and digital filing structures that enable visibility, accountability, and ease of access
- Anticipate needs and take initiative on special requests or time-sensitive tasks across business units
Expense Management & Bookkeeping Coordination
- Prepare and submit expense reports for approval, ensuring accuracy and alignment with policy
- Oversee light bookkeeping processes in QuickBooks Online across multiple organizations; most entries are automated, but oversight and reconciliation reviews are essential
- Liaise with accountants and finance partners to maintain financial clarity and compliance
Project & Task Management
- Coordinate small to mid-scale projects across ventures from scheduling to deliverable tracking, ensuring all components are moving forward on time
- Maintain project dashboards or task trackers to keep stakeholders informed and aligned
- Identify process inefficiencies and recommend improvements to streamline operations
Communication & Brand Support
- Manage internal and external communications on the CEO's behalf by drafting, editing, and sending correspondence as needed
- Coordinate podcast production including guest outreach, scheduling, follow-ups, and tracking promotional performance
- Assist with light social media coordination including post scheduling and metric tracking in alignment with overall brand goals
