Executive Assistant

DOXA Talent; Colombia; Remote; COP 36,000,000 - 72,000,000; Full time

Job summary

DOXA Talent is seeking an Executive Assistant / Practice Manager in Colombia to support two EOS Implementers. You will manage complex calendars, client sessions, executive communications, and CRM accuracy, acting as the operational backbone of the practice.

This remote Colombia-based role requires advanced English (B2+ to C1) and takes on ownership of tasks in a fast-paced environment, with a Monday–Friday EST schedule and robust organizational responsibilities.

Qualifications

• Bachelor's degree in Business Administration, Management, Administrative Assistance or related fields.
• Experience as an Executive/Administrative Assistant or high-level coordinator.
• Excellent organizational and time-management skills; calendar and inbox management.
• Professional written and verbal communication; strong attention to detail.
• Familiarity with Google Workspace, CRM platforms and project tools such as Asana.

Responsibilities

• Manage complex calendars across multiple stakeholders and prepare agendas with post-meeting follow-up.
• Monitor executive inboxes, draft and organize communications, and ensure timely responses.
• Lead CRM management and reporting; support lead flow and data integrity (CRM systems).
• Track tasks in Asana and ensure deliverables are completed on time with strong follow-through.
• Coordinate travel logistics and itineraries as needed.
• Facilitate weekly Level 10 meetings to ensure accountability and documented follow-ups.

Job description

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 high-performance Executive Assistant / Practice Manager to support two EOS Implementers, each managing up to 20 active clients. This is not a traditional administrative role; it is designed for a highly proactive, adaptable, and detail-oriented professional who thrives in fast-paced environments and takes full ownership of responsibilities.

You’ll play a key role in managing daily operations, coordinating client sessions, overseeing executive communications, maintaining CRM accuracy, and ensuring tasks and projects are completed on time. You will serve as the operational backbone of the practice, bringing structure to complexity and ensuring nothing falls through the cracks.

Location: Must be in Colombia – Remote.

Environment: Colombian and International Teams.

Language: Advanced English (B2+ - C1).

Timezone: Monday to Friday – 9:00 AM to 6:00 PM EST

Contract: Non-fixed Term Colombian Contract.

Requirements:

• Education: Bachelor’s Degree in Business Administration, Management, Administrative Assistance, or related fields are preferred.
• Experience: Previous experience as an Executive Assistant, Administrative Assistant, or in a high-level coordination role. Experience supporting executives, managing multiple stakeholders, and handling competing priorities in fast-paced environments.
• Skills: Excellent organizational and time-management skills; calendar and inbox management; professional written and verbal communication; task and project tracking; strong attention to detail; and familiarity with Google Workspace, CRM platforms, and project management tools such as Asana.
• Characteristics: Highly proactive, self-directed, adaptable, resourceful, solution-oriented, and comfortable working under pressure. Strong sense of ownership, accountability, and ability to anticipate needs and manage changing priorities independently.

Responsibilities:

Calendar & Session Management

• Manage complex calendars across multiple stakeholders
• Prepare agendas and ensure post-meeting follow-through

Email & Communication Management

• Monitor and manage executive inboxes
• Draft, proofread, and organize communications
• Ensure timely responses and escalation of urgent matters
• Communicate professionally with clients pre- and post-session

Lead & CRM Management

• Schedule meetings and manage lead flow (VTH, 90MM, etc.)
• Follow structured lead processes (Trainual) with precision
• Support CRM reporting and data integrity

Task & Project Management

• Track tasks in Asana
• Ensure all deliverables are completed on time
• Maintain strong follow-through across all assignments

Travel Coordination

• Arrange travel logistics and itineraries as needed

Meeting Support

• Facilitate weekly Level 10 (L10) meetings
• Ensure alignment, accountability, and documented follow-ups

Important: This position is open to candidates currently based in Colombia and requires advanced English proficiency.