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
The
Executive Operations Assistant exists to remove administrative and operational friction from leadership by owning organization, tracking, and follow-through. This role is focused on protecting executive time by managing communications, maintaining clean data systems, and ensuring priorities do not fall through the cracks.
The ideal candidate is highly organized, detail-driven, and proactive. They thrive in structured execution, take ownership of outcomes, and bring consistency to fast-moving environments.
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 PST.
Contract: Non-fixed Term Colombian Contract.
Requirements
Required
- 3+ years experience supporting executives or senior leadership
- Strong experience managing inboxes and calendars
- Experience maintaining CRM systems and structured databases
- Proficiency in Google Workspace or Microsoft Office
- Strong spreadsheet and reporting skills
- Exceptional organizational and prioritization ability
- High attention to detail and follow-through
- Comfortable working independently in a remote environment
Preferred Qualifications
- Experience supporting sales teams or tracking financial metrics
- Familiarity with CRM platforms (HubSpot, Salesforce, or similar)
- Experience maintaining operational dashboards
- Background in administrative or operations support
- Education: Bachelor's degree in Business Administration, Operations Management, Communications, or a related field preferred. Equivalent professional experience in executive or administrative support will also be considered
- Experience:Experience supporting executive leadership in administrative or operational roles. Proven experience coordinating schedules, managing communications, and maintaining organized documentation systems. Experience working with CRM platforms and tracking operational or sales-related data. Experience supporting cross-functional teams in fast-paced environments
- Skills: Advanced organization and time management skills. Strong written and verbal communication skills in English. Proficiency in spreadsheets, data tracking, and reporting. Ability to manage multiple priorities and deadlines simultaneously. CRM management and database maintenance. Calendar coordination and scheduling management. Process documentation and operational support
- Characteristics: Highly proactive and self-managed with a strong sense of ownership and accountability. Detail-oriented with excellent follow-through and the ability to maintain accuracy across systems and processes. Reliable when handling sensitive information and able to stay calm and organized in fast-paced environments. A structured problem-solver who collaborates effectively with cross-functional teams while maintaining professionalism and consistency.
Responsibilities
Executive Communication Management
- Manage and triage executive inbox daily
- Draft and respond to routine emails on behalf of leadership
- Flag urgent or high-priority communications
- Maintain organized digital filing systems
Sales & Performance Tracking
- Track sales metrics, GPM, and related performance data
- Maintain accurate sales pipeline updates in CRM
- Generate simple recurring performance reports
- Ensure leadership has clear visibility into key numbers
Staff & Schedule Coordination
- Track and maintain staff schedules
- Coordinate scheduling adjustments as needed
- Ensure calendar alignment across internal stakeholders
Vendor & Database Management
- Record and maintain vendor contact information
- Maintain organized, up-to-date internal databases
- Ensure data accuracy and integrity across systems
- Improve documentation and record-keeping processes
Task & Priority Management
- Track executive action items and commitments
- Organize daily and weekly priorities
- Follow up with team members to ensure accountability
- Prevent dropped tasks through structured tracking systems
