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 an Executive Assistant. This role is designed for a highly strategic, detail-oriented professional who thrives in high-accountability environments and operates with exceptional judgment and discretion.
You’ll play a key role in serving as a strategic extension of the CEO, protecting executive time, increasing decision velocity, documenting operational insights, and ensuring priorities translate into measurable outcomes. This is not a traditional administrative support role; it is a force-multiplier position focused on leverage, clarity, and execution discipline.
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:
- Education: Bachelor’s degree in Business Administration, Operations, Finance, or related field preferred.
- Experience: 3 to 5 years supporting C-level executives in high-growth or operationally complex environments.
- Skills: This professional demonstrates exceptional written and verbal communication skills in English, along with strong organizational and prioritization abilities. They exercise mature judgment and are capable of making thoughtful decisions in dynamic environments. They excel at synthesizing large volumes of information into concise, decision-ready briefs that enable efficient executive action. They are also proficient in conducting research, including leveraging AI tools and automation platforms, and bring strong analytical thinking and process documentation capabilities.
- Characteristics: The candidate is highly discreet and trustworthy, with a natural curiosity and strong observational mindset. They are proactive and solution-oriented, remaining calm under pressure and focused on outcomes. With strong follow-through and a deep sense of accountability, they consistently ensure that commitments are honored and priorities translate into measurable results.
Responsibilities:
- Act as the primary filter for inbound requests, protecting CEO focus and prioritizing high-leverage activities.
- Own daily management of the CEO’s calendar and inbox, including drafting responses and closing communication loops.
- Prepare the CEO for meetings with concise, decision-ready context rather than raw information.
- Attend key meetings as needed to capture decisions, risks, and action items and ensure follow-through.
- Maintain the CEO’s operating cadence by tracking commitments, priorities, and deadlines.
- Serve as a trusted accountability partner, surfacing missed follow-through or priority drift with discretion.
Process Observation & Insight Gathering
- Sit with team members to observe and understand how work is actually performed across departments.
- Ask high-quality, clarifying questions to understand workflows, handoffs, tools, constraints, and decision points.
- Document processes objectively and accurately, separating facts from opinions.
- Identify patterns, inefficiencies, risks, or breakdowns without correcting or intervening directly.
- Compile observations and insights for review with the CEO and leadership to inform decisions.
Research, AI & Automation Enablement
- Conduct ongoing research related to technology, property management, operations, marketing, and AI.
- Identify tools, platforms, and AI solutions that improve efficiency and scalability.
- Summarize findings into concise briefs and recommend pilots or trials where appropriate.
- Support leadership initiatives to standardize and automate workflows.
Personal Finance & Household Operations
- Manage day-to-day personal financial administration on behalf of the CEO, including scheduling and executing routine payments as authorized.
- Track and organize personal bills, subscriptions, and recurring expenses to ensure timeliness and accuracy.
- Coordinate and manage household vendors such as cleaning services, dry cleaning, maintenance providers, boat maintenance, and other personal service vendors.
- Maintain organized records of personal expenses and provide summaries or documentation as requested.
- Serve as the primary point of contact for personal vendors, handling scheduling, issues, and follow-up.
Role Boundaries
- This role does not direct, correct, or enforce process changes within departments.
- The EOR does not represent management authority over team members.
- All business and personal financial decisions remain with the CEO; the EOR executes and organizes based on direction.
Success Metrics (First 6–12 Months)
- CEO time is increasingly focused on strategy, leadership, and growth.
- Inbox, calendar, and personal logistics function as reliable control systems.
- Meetings are decision-oriented with consistent follow-through.
- Processes are documented and improved.
- Personal finances and household operations run smoothly without CEO intervention.