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 & Personal Assistant to support the Founder and CFO, a strategic finance advisory firm partnering with growth-stage companies. This role is designed for a highly organized, proactive, and discreet professional who thrives in a fast-paced, entrepreneurial environment and enjoys being a strategic right hand to a senior executive.
You'll play a key role in managing complex calendars, overseeing email communications, coordinating operational logistics, and providing personal administrative support to ensure the Founder can focus on high-value strategic activities.
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
- Education: Bachelor's degree preferred in Business Administration, Communications, or related field (or equivalent experience).
- Experience: 3+ years of experience as an Executive Assistant, Personal Assistant, or similar role supporting a senior executive or founder.
- Skills:
- Advanced calendar and inbox management
- Strong organizational and time-management skills
- Excellent written communication skills
- High discretion and confidentiality
- Tech-savvy (Google Workspace, Zoom, scheduling platforms, light CRM usage)
- Ability to anticipate needs and think proactively
- Characteristics:
- Detail-oriented and highly organized
- Calm and solution-oriented under changing priorities
- Strong judgment and decision-making skills
- Professional, polished, and trustworthy
- Comfortable in a remote, entrepreneurial environment
Preferred Attributes
- Experience supporting executives in professional services, finance, consulting, or advisory firms
- Ability to anticipate needs and think two steps ahead
- Calm, solution-oriented approach under changing priorities
- Strong judgment and confidence in making independent decisions on scheduling and communications
Responsibilities
Executive & Calendar Management
- Own and manage the Founder's primary calendar, including:
- Consolidating multiple calendars, including personal calendars, into a single view.
- Scheduling internal meetings, client calls, and external engagements
- Prioritizing and sequencing meetings to align with strategic goals
- Proactively resolving conflicts and anticipating scheduling needs
- Serve as gatekeeper for the Founder's time, ensuring focus on highest-value activities
- Prepare daily and weekly calendar briefs as needed
Email & Communication Management
- Monitor and manage the Founder's email inbox with discretion and judgment
- Draft, respond to, and triage emails on behalf of the Founder where appropriate
- Flag priority messages and ensure timely follow-up on client, partner, and internal communications
- Organize inbox systems, filters, and folders to maintain clarity and responsiveness
- Maintain a professional, polished communication style aligned with CFO's voice
Administrative & Operational Support
- Coordinate logistics for meetings, virtual sessions, and travel. Track follow-ups, action items, and deadlines from meetings and email correspondence
- Assist with document organization, light CRM or client record updates, and information flow
- Support ad hoc operational tasks that improve efficiency and reduce friction
Personal Administrative Support
- Schedule personal appointments such as medical visits, wellness sessions, home services, and familyrelated commitments
- Coordinate personal tasks that can be handled remotely, including reservations, online purchases, vendor communication, and household service scheduling
- Some managing of personal schedule and interaction with the spouse on that, but only with regards to managing his calendar.
- Support occasional family scheduling needs, including coordination with the Founder's spouse
- Serve as a trusted remote point of contact for select personal matters requiring organization, followthrough, or vendor coordination
Expansion of Support (Future Scope)
- Support email and scheduling coordination across multiple entities while maintaining clear boundaries
- Ensure seamless coordination without overlapping or confusion
