Executive Assistant - Program Coordinator

Dynamics ATS; Philippines; Remote; PHP 360,000 - 600,000; Full time

Job summary

DOXA in the Philippines is seeking an Executive Assistant - Program Coordinator to support the VP of Community & Peer Groups and Directors. The role combines administrative duties with CRM data management and AI-enabled workflow design.

You will coordinate calendars, manage billing cycles, prepare reports, and assist with onboarding, sponsorships, and events across local and international teams. Fluency in English (C1) is required, and a proactive, detail-oriented mindset is essential.

Qualifications

• Bachelor’s degree in business administration, marketing, communications, or related field.
• Minimum 2+ years in administrative support or program coordination.
• Experience supporting executives or leadership teams.
• Strong CRM experience and workflow automation.

Responsibilities

• Provide day-to-day administrative support to the VP and Directors, including calendar coordination, files, and notes.
• Manage CRM data and design AI-powered workflow automation.
• Coordinate recruitment, onboarding, sponsorship deliverables, and event logistics.
• Prepare reports, track engagement metrics, and maintain documentation.
• Handle accounts payable/receivable and coordinate communications and campaigns.

Skills

Advanced English

CRM management

AI workflow design

Accounts payable/receivable

Email campaigns & social content

Education

Bachelor’s degree in business administration or related field

Tools

Go High Level

Job description

Executive Assistant - Program Coordinator

Philippines

Full Time Executive Assistant - Program Coordinator

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 - Program Coordinator. This role is designed for someone who can provide administrative, communication, marketing, and logistical support to a fast-growing executive program, with the technical comfort to manage CRM data and design workflow automation with AI.

You’ll play a key role in supporting the VP of Community & Peer Groups and the Peer Group Directors, ensuring the smooth operation and execution of recruitment, member engagement, facilitator operations, and national programming.

Location: Must be in The Philippines – Remote.

Environment: Philippines and International Teams.

Language: Advanced English (B2+ - C1).

Time zone: Monday to Friday – 9:00 AM – 6:00 PM CDT.

Contract: Full Time

Requirements:

• Education: Bachelor’s degree in business administration, Marketing, Communications, or any related field.
• Experience: 2+ years of experience in administrative support, program coordination, or operations support; experience supporting executives or leadership teams; hands‑on experience with a CRM system (e.g., Go High Level); experience with accounts payable, accounts receivable, and collections; experience coordinating email campaigns and social media content preferred.
• Skills: CRM management (e.g., Go High Level); ability to design and troubleshoot workflow automation with AI; accounts payable, accounts receivable, collections, and reporting; email campaign coordination, B2B social media content (LinkedIn), newsletters, and websites; proofreading and formatting of promotional materials, bios, and updates.
• Characteristics: Strong follow‑through on action items, follow‑ups, and task tracking; organized across calendars, agendas, and meeting notes; able to serve as a reliable point of contact for facilitators and members; comfortable tracking engagement metrics and compiling reports for optimization.

Responsibilities:

• Provide day‑to‑day administrative support to the VP and Peer Group Directors, including calendar coordination, database management, task tracking, meeting scheduling, agendas, and notes, and handle accounts payable, receivable, collections, and reporting.
• Drive member onboarding and offboarding logistics, including intake forms, agreements, payment, welcome emails, placement confirmation, and CRM updates, while tracking member touchpoints and flagging follow‑up opportunities.
• Act as the point of contact, distributing updated materials, collecting feedback, and managing documentation related to group performance and facilitator activity.
• Assist with sponsorship deliverables and webinar events, including setup, calendar invites, and reminder emails, while tracking registration, attendance, and engagement metrics.
• Maintain accurate CRM records for members, facilitators, and leads, design and troubleshoot workflow automation with AI, compile recruitment, engagement, and retention reporting, and coordinate email campaigns, LinkedIn content, newsletters, and website updates.