[Hiring] Virtual Executive Assistant @DOXA Talent

Role Description

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.

• Protect executive time, manage communications, coordinate commitments across multiple businesses, and drive accountability through effective organization and proactive follow-up.
• Requires excellent judgment, discretion, independence, and the ability to thrive in a fast-paced, dynamic environment.

Qualifications

• Bachelor’s Degree in Business Administration, Office Administration, Executive Assistance, or a related field is preferred.
• 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.
• 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.
• 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.

Requirements

• 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.

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, escalate 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.