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, proactive, and trustworthy Personal Executive Assistant to support a busy professional with calendar management, financial recordkeeping, nonprofit board administration, and varied personal administrative tasks.
This role requires strong English communication skills, financial literacy, excellent judgment, comfort with technology, and strict adherence to information security protocols.
The ideal candidate will grow into independently managing recurring tasks within 90 days.
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
- Fluent English (written and spoken)
- Strong organizational skills
- Financial literacy (budgeting, reconciliation, categorization)
- High attention to detail
- Tech-savvy and fast learner
- Strong judgment and initiative
- High integrity and discretion
- Ability to work U.S. hours
Preferred Experience
- Executive assistant experience
- Bookkeeping or accounting exposure
- Experience supporting U.S. clients
- Nonprofit administrative experience
- Familiarity with AI productivity tools
Performance Expectations
- 30 Days: Organized systems and understanding workflows
Education: Bachelor's degree in Business Administration, Finance, Accounting, or a related field is preferred. Equivalent practical experience will also be considered.
Experience: 2+ years of experience in administrative support, executive assistance, or similar roles, preferably supporting U.S.-based clients or fast-paced environments. Experience handling financial records, calendars, and confidential information is highly valued.
Skills: Strong verbal and written communication in English, excellent time management, proficiency in Google Workspace and Microsoft Office, ability to manage multiple priorities simultaneously, basic financial tracking and reporting, and familiarity with productivity and AI tools.
Characteristics: Highly proactive, detail-oriented, reliable, and resourceful, with strong problem-solving abilities. Demonstrates sound judgment, adaptability, discretion when handling sensitive information, and a strong sense of ownership and accountability in day-to-day tasks.
Responsibilities
Calendar & Scheduling
- Manage personal and family calendars
- Schedule and confirm appointments
- Prevent conflicts and propose solutions
- Provide daily/weekly summaries
Email Management and Documentation
- Manage multiple email inboxes (file as a appropriate, unsubscribe, keep security safety standards, respond timely and accurately)Maintain inbox organization
- Unsubscribe/block spam
- Draft responses
- Escalate urgent issues
- Progress toward independent inbox management within 90 days
- Organize and maintain digital files and documents, ensuring they are easily accessible and well-organized (using Google Drive, One Drive and Sharepoint)
Financial Recordkeeping & Budgeting and Documentation
- Maintain organized digital records of income and expenses
- Categorize business vs. personal expenses
- Update budgeting app regularly
- Prepare monthly summaries for accountant
- Maintain tax-ready documentation
Expense & Subscription Monitoring
- Track recurring subscriptions
- Flag unusual or unnecessary spending
- Prepare quarterly summaries
Nonprofit Board Administration
- Coordinate meetings
- Prepare agendas and communications
- Record and organize minutes
- Maintain board documents
- Track action items
- Respond as necessary
- Plan and execute on specific responsibilities to keep organization moving forward.
Administrative & Ad Hoc Tasks
- Manage event tickets and social calendar
- Assist with phone coordination
- Create and manage marketplace listings
- Use AI tools to improve efficiency
- Create and maintain documentation, SOPs, and templates for recurring tasks.
- Continuously assess workflows and recommend improvements for automation and scalability.
- Research, implement, and manage tech tools and platforms (e.g., CRMs, scheduling software, communication tools) that improve operational efficiency.
- Create and maintain documentation, SOPs, and templates for recurring tasks.
- Manage personal tasks including adding event records from person email to work calendar through sending invitations.
- Conduct basic online research to gather information on topics, as requested.
- Summarize research findings in clear, concise reports or presentations for team use
- Track and follow up on assigned tasks and projects to ensure deadlines are met.
- Provide support for special projects as directed, ensuring tasks are completed efficiently.
Information Security Requirements (Mandatory)
- Use of password manager
- Multi-factor authentication on all accounts
- Secure personal computer (not shared)
- Up-to-date antivirus & OS
- VPN required for sensitive account access
- No sharing or downloading sensitive data to unsecured systems
- NDA required
- Immediate reporting of suspicious activity
