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 workplace that prioritizes your happiness and well-being, helping you thrive both personally and professionally.
The Role
We're looking for a highly capable
Executive Operations Assistant to be the operational force multiplier for 1.52 busy executives. Keep calendars clean, tasks organized, inboxes manageable, and information flowing smoothlywhile using AI and automation to significantly increase your output and the executives efficiency.
Location: Must be residing in the Philippines Remote
Environment: Philippines and International Teams
Language: Advanced English (B2+C1)
Timezone: 8 AM4 PM Pacific Standard Time (U.S.)
Employment Type: Full-time
Requirements
Experience:
- 35 years as an Executive Assistant, Operations Assistant, or Project Coordinator (remote experience is a strong plus)
- Strong proficiency with Google Workspace (Sheets, Docs, Slides, Calendar)
- Comfortable using ChatGPT or similar AI tools
- Exceptional attention to detail and a proactive mindset (I noticed this slipping, so I already fixed it)
- Excellent written English; calm and organized under pressure; enjoys creating order from chaos
- Able to work with at least 45 hours of overlap with U.S. Pacific Time
Must-have: Google Workspace, EA/operations experience, strong communication skills, basic AI comfort
Nice-to-have: Zapier, GoHighLevel, QuickBooks, Housecall Pro (can be trained)
Responsibilities
- Executive Coordination
- Maintain synchronized calendars for 1.52 executives (no double-bookings)
- Provide daily and weekly briefing summaries (Here's what's coming; here's what's late)
- Prepare meeting agendas, minutes, and AI-extracted action items
- Communications & Inbox Management
- Triage, label, and draft replies across executive inboxes
- Summarize long email threads in three bullets or fewer
- Send reminders and follow-ups via WhatsApp or email on behalf of executives
- Task & Project Tracking
- Maintain a live Google Sheet master tracker for all executive initiatives
- Consistently follow up on overdue tasks
- Flag blockers earlybefore leadership encounters them
- Documents, Reports & Data
- Turn raw numbers from GoHighLevel, Housecall Pro, and QuickBooks into simple, clean one-page dashboards
- Build and format Slides and Docs for leadership and franchisee updates
- Research, Admin & Light Operations
- Vendor research, online purchases, digital filing, SOP creation
- Help refine franchisee onboarding checklists
KPIs We Will Measure You On
- 95%+ of important emails handled within 24 hours
- Zero missed meetings or double-bookings
- 100% of overdue tasks followed up weekly
- 46 new or updated SOPs/reports per month
- 12 new automations per quarter
