Virtual Executive Assistant

DOXA Talent, Inc.; Colombia; Remote; COP 100,440,000 - 167,400,000; Full time

Job summary

DOXA Talent, Inc. is seeking a proactive Virtual Executive Assistant to support an Owner/CEO overseeing four businesses. You will manage complex calendars, coordinate across stakeholders, and protect executive time in a fast-paced environment.

Ideal candidates have 3–5 years in executive support, strong English, discretion, and experience with calendar tools like Todoist, Fantastical, and Spark Mail. This full-time remote role is based in Colombia.

Qualifications

• 3–5 years of experience providing direct support to a founder, owner, or senior executive.
• Strong written and spoken English communication skills.
• Proven ability to manage complex executive calendars, inboxes, and competing priorities.
• Proficiency with digital collaboration tools, task management platforms, email, and calendar apps.

Responsibilities

• Own complex calendars and daily planning across four businesses.
• Triage communications, draft responses, and protect executive time.
• Coordinate cross-business updates, blockers, and follow-through.
• Provide end-of-day updates and weekly planning support.

Skills

Executive support

Time management

Discretion

Independent work

English communication

Education

Bachelor’s Degree in Business Administration

Office Administration

Executive Assistance

Tools

Todoist

Fantastical

Spark Mail

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 proactive and highly organized Virtual Executive Assistant to provide direct support to an Owner/CEO overseeing four businesses. This role is designed for an experienced professional who can manage complex priorities, anticipate needs, coordinate multiple stakeholders, and ensure seamless day-to-day executive operations.

You’ll play a key role in protecting executive time, managing communications, coordinating commitments across multiple businesses, and driving accountability through effective organization and proactive follow-up. This position requires excellent judgment, discretion, independence, and the ability to thrive in a fast-paced, dynamic environment.

Location:

Must be in Colombia – Remote.

Environment:

Colombian and International Teams.

Language:

Advanced English (B2+ - C1).

Timezone:

Monday to Friday – 9:00 AM - 6:00 PM EST (9:00AM -6:00PM Colombian time)

Contract:

Non fixed- Colombian Full time contract

• Education: Bachelor’s Degree in Business Administration, Office Administration, Executive Assistance, or a related field is preferred.
• Experience: 3–5 years of experience as an Executive Assistant or in a comparable role providing direct support to a founder, business owner, or senior executive.
• Skills: Strong written and spoken English communication skills. Proven experience managing complex executive calendars, inboxes, and competing priorities. Proficiency in digital collaboration tools, task management platforms, email, and calendar applications. Ability to coordinate multiple stakeholders, monitor deadlines, resolve scheduling conflicts, and ensure timely follow-through. Familiarity with Todoist, Fantastical, Spark Mail, or comparable productivity platforms is a plus. Experience using automation and AI tools to improve workflows while maintaining data confidentiality.
• Characteristics:Highly organized, proactive, detail-oriented, and resourceful. Excellent judgment, discretion, and ability to handle confidential information. Strong sense of ownership and ability to work independently with minimal supervision. Effective communicator who can anticipate needs, identify potential issues, and respectfully challenge competing priorities. Adaptable and comfortable managing changing priorities in a fast-paced environment.

Responsibilities:

Executive Calendar & Daily Planning

• Own complex business and approved personal calendars; schedule meetings, focused work, travel, and key commitments while preventing conflicts.
• Prepare agendas and meeting materials, monitor changes in real time, and deliver a concise start-of-day priority brief.

Inbox & Executive Communication

• Triage authorized inboxes and messages; flag urgent decisions, draft approved responses in the owner’s voice, and follow up on pending requests.
• Communicate professionally with employees, vendors, clients, and other stakeholders while maintaining appropriate confidentiality.

Task Management & Cross-Business Coordination

• Maintain a central tracker for executive action items, owners, deadlines, recurring commitments, and unresolved matters across four businesses.
• Coordinate updates with managers and service providers; identify blockers, elevate decisions, verify completion, and summarize progress.

Executive Logistics & Operating Rhythm

• Coordinate approved travel, reservations, personal appointments, and remote logistics through appropriate on-site contacts.
• Provide end-of-day updates and support weekly planning; organize digital records, checklists, and recurring executive workflows.

Systems & Process Improvement

• Use calendars, email, task managers, documents, and approved AI tools to streamline workflows while protecting sensitive information.