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 highly capable, proactive Executive Assistant / Operations Partner to serve as the right hand to the CEO. This role is designed to bring structure, clarity, and execution to a visionary founder's ideas.
You'll play a key role in acting as the organizational hub of the CEO's work, translating strategy into action, managing communication across leadership and franchise partners, and ensuring initiatives move from concept to completion.
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 EST.
Contract: Non-fixed Term Colombian Contract.
Requirements:
- 25 years of experience as an Executive Assistant, Operations Coordinator, or similar leadership support role.
- Demonstrated experience managing complex calendars and executive communications.
Strong Proficiency In:
- Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)
- Google Workspace (Gmail, Docs, Sheets, Drive, Calendar)
- CRM systems
- Project management platforms (Asana, Notion, Ninety, or similar)
- Exceptional written and verbal communication skills
- Proven ability to manage multiple projects and priorities simultaneously.
- High level of discretion, professionalism, and trustworthiness.
- Experience working in fast-paced, entrepreneurial environments.
- Comfortable leveraging AI productivity tools such as ChatGPT.
- Ability to work effectively in a remote or hybrid environment.
Preferred:
- Experience supporting a founder or CEO.
- Background in franchise operations, education, creative industries, or small business environments.
- Experience onboarding clients, partners, or students.
- Process optimization or systems implementation experience.
- Bachelor's degree or equivalent professional experience.
Education: Bachelor's degree or equivalent professional experience.
Experience:
- 25 years of experience as an Executive Assistant, Operations Coordinator, or similar leadership support role.
- Demonstrated experience managing complex calendars and executive communications.
- Experience working in fast-paced, entrepreneurial environments.
- Ability to work effectively in a remote or hybrid environment.
- Experience supporting a founder or CEO.
- Background in franchise operations, education, creative industries, or small business environments.
- Experience onboarding clients, partners, or students.
- Process optimization or systems implementation experience.
Skills:
- Exceptional written and verbal communication skills
- Proven ability to manage multiple projects and priorities simultaneously.
- High level of discretion, professionalism, and trustworthiness.
- Comfortable leveraging AI productivity tools such as ChatGPT.
Strong Proficiency In:
- Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)
- Google Workspace (Gmail, Docs, Sheets, Drive, Calendar)
- CRM systems
- Project management platforms (Asana, Notion, Ninety, or similar)
Technical Skills
- Advanced calendar and inbox management
- CRM and data management
- Project planning and workflow tracking
- Presentation development
- Process documentation and SOP creation
- Basic accounting support
Characteristics:
- Ownership Mentality takes initiative and drives tasks to completion
- Curiosity First asks thoughtful questions and anticipates needs
- Relationships Matter communicates clearly and builds trust
- Excellence Everyday maintains high standards in organization and execution
- Strong prioritization and decision-making skills
- Detail-oriented with strong follow-through
- Calm under pressure
Responsibilities:
Executive & Administrative Support
- Manage and prioritize the CEO's inbox, drafting responses and flagging high-priority items.
- Optimize and manage a strategic calendar aligned with business priorities.
- Coordinate meetings, prepare agendas, and track action items to completion.
- Prepare presentations, reports, spreadsheets, and briefing materials for leadership and partners.
- Arrange travel, logistics, and expense reporting when required.
- Maintain strict confidentiality and discretion in all communications.
Strategic Planning & Project Execution
- Convert CEO ideas and conversations into structured project plans and actionable task lists.
- Track multiple initiatives simultaneously, ensuring clear ownership and timelines.
- Monitor deliverables, approvals, and commitments to prevent bottlenecks.
- Provide regular progress updates and recommend prioritization adjustments.
- Support cross-functional coordination to ensure alignment across teams.
Operations & Systems Optimization
- Build and maintain task management systems (Asana, Ninety, Notion, or similar).
- Create SOPs, templates, and documentation for recurring workflows.
- Organize and maintain Google Drive and Microsoft Office file structures.
- Continuously assess processes and recommend improvements or automation opportunities.
- Ensure data integrity across platforms and tools.
Communication & Relationship Management
- Serve as a liaison between the CEO and franchise partners, vendors, and internal leaders.
- Draft professional communications on behalf of the CEO.
- Coordinate onboarding and communications workflows.
- Maintain CRM records for franchise leads, partners, and key contacts.
- Ensure consistent documentation of communications and follow-ups.
Client/Partner Onboarding & Experience
- Guide new partners or stakeholders through onboarding processes.
- Ensure all documentation, contracts, and payments are completed accurately.
- Maintain professional, welcoming, and efficient communication standards.
- Build strong relationships that reflect the company's brand and values.
Operational & Financial Support
- Assist with light bookkeeping support including receipts, invoices, and expense tracking.
- Coordinate with accounting or bookkeeping teams.
- Support HR administrative processes such as onboarding documentation.
- Handle administrative logistics and documentation management.
