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
A purpose-driven brand growth agency is seeking a highly organized and proactive Executive Assistant to support leadership in managing priorities, schedules, communication, and operational coordination.
This role is designed for someone who thrives in a fast-paced environment and enjoys bringing structure and follow through to busy leaders. The Executive Assistant will serve as a trusted partner to leadership, helping manage calendars, track priorities, coordinate projects, and ensure that commitments and deadlines are executed smoothly.
The ideal candidate is highly detail oriented, organized, discreet, and capable of anticipating needs before they arise. This role focuses on executive and operational support, ensuring leadership can stay focused on strategic priorities while the day-to-day logistics run efficiently.
Location: Must be residing in the Philippines (Remote)
Environment: Philippines and international teams
Language: Advanced English (B2 to C1)
Timezone: 8 AM - 5 PM CST, follows Philippine holidays
Employment Type: Full time
Requirements
Education: Bachelor's degree or equivalent experience preferred
Experience
- 3+ years of experience supporting executives, founders, or senior leadership
- Experience in an Executive Assistant, Administrative Assistant, or Operations Support role
- Experience working in fast paced environments such as consulting firms, agencies, startups, or professional services
- Proficiency in Microsoft 365 and modern productivity tools
- Experience using project management platforms such as ClickUp, Asana, or Monday.com
- Familiarity with CRM systems such as HubSpot
- Experience using AI productivity tools such as ChatGPT or Claude is a plus
Skills And Characteristics
- Highly organized with exceptional attention to detail
- Proactive and able to anticipate needs before they arise
- Strong follow-through and ability to manage multiple priorities
- Calm, professional, and dependable under pressure
- Discreet and trustworthy with confidential information
- Strong written and verbal communication skills
- Comfortable working independently while supporting leadership priorities
- Able to translate direction into clear action steps
Responsibilities
Executive Support
- Manage complex calendars, scheduling meetings, and coordinating internal and external appointments
- Prepare meeting agendas, take notes, and track follow-up actions
- Coordinate leadership priorities and ensure deadlines and commitments are met
- Assist with travel arrangements, meeting logistics, and executive scheduling
- Draft, edit, and manage executive communications and internal documentation
- Maintain confidentiality while handling sensitive information
- Key is they need to be a problem solver and a strategic thinker
Operational Coordination
- Track projects and action items across leadership initiatives
- Help organize priorities within project management tools (ClickUp or similar systems)
- Maintain CRM records and internal documentation (HubSpot or similar tools)
- Coordinate with internal team members to ensure tasks and projects move forward on schedule
- Conduct research to support leadership decision-making or business planning
- Assist with vendor coordination and administrative logistics
Team & Communication Support
- Act as a liaison between leadership and internal teams
- Help organize internal meetings, planning sessions, and leadership updates
- Ensure clear communication of priorities, deadlines, and action items across the organization
- Support internal documentation, systems organization, and process tracking
