Executive Assistant

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 organized, proactive, and detail-oriented professional who thrives in fast-paced environments and enjoys keeping projects, documentation, and executive priorities organized.

You’ll play a key role in supporting the Director of Land Acquisition & Development by managing calendars, coordinating projects, maintaining documentation, tracking invoices, and ensuring deadlines and priorities remain on schedule.

Location: Must be in Colombia – Remote.

Environment: Colombian and International Teams.

Language: Advanced English (B2+ - C1).

Schedule: Monday to Friday – 8:00 AM to 5:00 PM

Equivalente schedule in Colombia: Monday to Friday – 10:00 AM to 7:00 PM

Contract: Non-fixed Term Colombian Contract.

Salary: COP 4.000.000

Requirements:

• Education: Bachelor's degree or equivalent experience in Business Administration, Project Management, Administrative Management, or a related field is preferred.
• Experience: Minimum of 3 years of experience as an Executive Assistant, Administrative Assistant, Project Coordinator, or in a similar support role, with experience supporting managers, directors, or senior leadership.
• Skills:
• Strong calendar management and scheduling experience.
• Intermediate Microsoft Office skills (Outlook, Word, PowerPoint, and Excel including formulas, sorting, filtering, and reporting).
• Experience maintaining project trackers and coordinating multiple priorities.
• Excellent written and verbal communication skills in English.
• Experience with project management tools such as Monday.com, Asana, ClickUp, Smartsheet, or Trello is preferred.
• Experience with contract management, document control, CRM, or workflow management systems is a plus.
• Ability to work independently with minimal supervision.
• Characteristics:
• Exceptional organizational skills and attention to detail.
• Strong follow-through and accountability.
• Proactive problem-solving mindset.
• Ability to manage multiple projects simultaneously.
• Professional communication skills.
• High level of discretion when handling confidential information.
• Ability to anticipate needs and stay ahead of deadlines.

Responsibilities:

Executive Support

• Manage and maintain the Director's calendar, including scheduling meetings, appointments, and travel arrangements.
• Coordinate internal and external meetings and prepare meeting agendas as needed.
• Monitor and organize email communications and follow up on action items.
• Prepare presentations, reports, spreadsheets, and other business documents.
• Maintain confidentiality regarding company information, projects, and business activities.

Project Coordination

• Maintain project trackers and task lists across multiple active projects.
• Update and manage Monday.com and other project management tools.
• Track deadlines, deliverables, and outstanding action items.
• Follow up with internal team members, consultants, vendors, and project partners to ensure tasks remain on schedule.
• Take meeting notes and maintain action item logs.
• Assist with project status reporting and administrative coordination.

Contract & Document Management

• Organize and maintain electronic files and project documentation.
• Track contracts, amendments, addendums, and other project-related documents.
• Coordinate document routing for review, approval, and signatures.
• Ensure executed agreements and supporting documents are properly filed and easily accessible.
• Assist with document preparation, formatting, and distribution.

Invoice & Administrative Coordination

• Receive, organize, and track consultant and vendor invoices.
• Maintain accurate invoice logs and project-related records.
• Route invoices to appropriate team members for review and approval.
• Follow up on outstanding approvals and required documentation.
• Ensure invoices and supporting documents are properly filed and organized.
• Assist with administrative reporting and data entry as needed.
• Support special projects and additional administrative tasks as assigned.

Success in this role:

• Director's calendar and priorities are consistently organized with no missed deadlines.
• Project trackers are current, accurate, and actionable at all times.
• Contracts and documents are properly filed, versioned, and accessible.
• Invoice logs are up to date and approvals are routed and resolved without delays.
• Stakeholders receive timely follow-ups and action items are closed on schedule.
• Confidential information is handled with full discretion.