Executive Assistant - Colombia

DOXA Talent; Colombia; A distancia; COP 40.622.400 - 48.657.600; Jornada completa

Descripción de la vacante

A leading talent solutions firm is seeking a proactive Executive Assistant to provide high-level administrative support to senior leadership while streamlining operations. The ideal candidate has at least 2 years of experience in an administrative role, is proficient in MS Office, and possesses excellent communication skills. This full-time position is remote, catering to candidates in Colombia and requires proficiency in both English and Spanish.

Formación

• 2+ years of experience in an executive assistant role or similar administrative position.
• Comprehensive knowledge of the MS Office suite.
• Excellent verbal and written communication skills.
• Strong attention to detail.

Responsabilidades

• Manage the client onboarding process.
• Review and process invoices and expense payments.
• Handle scheduling and document organization.
• Assist with the execution of documents.

Conocimientos

Organizational Skills

Communication Skills

Discretion

Marketing Skills

Technical Proficiency

Educación

Professional degree in Business Administration, Marketing, Law, or related fields

Herramientas

MS Office Suite

Clio

DocuSign

bill.com

Canva

Descripción del empleo

Overview

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.

Our commitment to fostering a vibrant and supportive team culture sets Doxa apart. Join us and be part of a culture that prioritizes your happiness and well-being, ensuring you personally and professionally thrive.

Location: Must be in Colombia - Remote

Environment: Colombian and International Teams

Language: Advanced English and Spanish (Bilingual).

Non-fixed Term Contract

Experience: At least 2+ years of experience

Salary: $4.000.000 COP per month

The Role

We’re seeking a proactive and detail-oriented Executive Assistant. This role is designed for someone who can provide high-level administrative and operational support to senior leadership while maintaining efficiency across multiple areas of the business. You’ll play a key role in streamlining operations, managing client and internal processes, and supporting marketing initiatives.

Qualifications

• Proven Experience: 2+ years of prior experience in an executive assistant role or similar administrative position; preferably in the professional services industry.
• Technical Proficiency: Comprehensive knowledge of the MS Office suite; familiarity with legal software like Clio (preferred but not required) and DocuSign; experience with billing software such as bill.com; and experience with website and domain management.
• Organizational Skills: ability to effectively manage and prioritize daily workload with strong attention to detail.
• Communication Skills: Excellent verbal and written communication skills, with the ability to liaise with clients and internal teams. Continued responsiveness to attorneys and clients.
• Discretion: a high level of discretion and confidentiality, particularly when handling client matters and financial information.
• Marketing Skills: A basic understanding of marketing principles and experience in content creation for LinkedIn, and on Canva, and website updates are preferred.
• Education: Professional degree in Business Administration, Marketing, Law, or related fields (preferred).
• Experience: Prior experience as an Executive Assistant or in a similar administrative position, ideally in professional services.
• Skills: Proficiency in MS Office Suite; familiarity with Clio (preferred), DocuSign, and billing software like bill.com; experience with website/domain management; marketing support skills using Canva and LinkedIn.
• Characteristics: Strong ownership mentality, excellent organizational skills, responsiveness, discretion, and outstanding communication abilities.

Responsibilities

• Client/Matter Intake: Manage the client onboarding process, including setting up matters on Clio, creating box folders, preparing, sending and ensuring execution of engagement letters, clearing conflicts, etc. Provide conflicts information, box access and Clio access to of-counsel and co-counsel, as applicable.
• Invoice and Expense Approval: Review and process invoices and expense payments on a real time and monthly basis (including co-counsel, of-counsel, and health insurance); and upload to Clio and/or bill.com as directed. Provide accounting firm with necessary assistance and data (ex. monthly credit card information). Pay certain bills (mainly corporate service fees) via credit card.
• Calendar Management and Document Control: Handle scheduling and ensure proper saving and organization of documents.
• Firm Administration: Assist on administrative tasks such as compliance with profit sharing plan, business license renewals, and bar requirements.
• Document Execution: Assist with the execution of documents through DocuSign.
• Software and Domain Management: Manage the renewal of software licenses, domain renewals, and email assignments.
• Marketing Support: Update the website with press releases, post firm announcements and holiday greetings on LinkedIn. Update firm marketing materials.
• Onboarding and Exit: Manage the onboarding and exit process for attorneys (of counsel and employees).

Seniorities

• Associate

Employment type

• Full-time

Job function

• Administrative, Marketing, and Customer Service
• Industries: Outsourcing and Offshoring Consulting