Executive Assistant & Business Operations Coordinator

About Doxa Talent

Doxa is committed to linking organizations with exceptional talents across diverse sectors. Our mission is to offer innovative outsourcing solutions that facilitate company growth by augmenting their teams smoothly and efficiently. We pride ourselves on cultivating a lively and supportive workplace culture that values both personal and professional development.

Work Environment and Location

This position requires residency in Colombia and operates fully remotely within Colombian and international teams. The working hours align with the 9:00 AM to 6:00 PM EST timezone, equivalent to 8:00 AM to 5:00 PM Colombian local time. Employment is offered under a non-fixed term contract.

Role Overview

The role is for a proactive, detail-focused Executive Assistant & Business Operations Coordinator who will directly support executive leadership across multiple enterprises. Responsibilities include managing and organizing executive priorities, ensuring precise data within HubSpot CRM, tracking project progress, and guaranteeing timely follow-ups. Marketing tasks are minimal and primarily encompass reviewing and editing AI-generated content, formatting, and content coordination to maintain brand consistency.

Candidate Profile

• Bachelor's degree preferred in Business Administration, Management, Communications, Marketing, or similar fields.
• Minimum three years of experience as an Executive Assistant or in Business Operations with hands-on knowledge of HubSpot CRM.
• Excellent English communication skills, both written and spoken.
• Strong editing, formatting capabilities, and familiarity with AI content tools.
• Excellent organizational skills, meticulous attention to detail, a proactive approach, and a strong sense of ownership.

Key Responsibilities

• Executive support tasks including managing calendars, emails, meetings, travel arrangements, and scheduling.
• Monitoring and tracking priorities, tasks, deadlines, and ensuring follow-ups are completed.
• Creating professional communications such as emails, presentations, reports, and client-facing documents.
• Organizing digital files and important documentation efficiently.
• Coordinating operational activities such as projects, vendors, podcasts, online training, and administrative functions across multiple businesses.
• Proactively communicating project and deliverable statuses.
• Preparing administrative paperwork including spreadsheets and simple invoicing.
• Maintaining accuracy and integrity of HubSpot CRM data and generating sales pipeline reports.
• Supporting client onboarding procedures and workflow management.
• Providing light marketing administrative support, including proofreading, formatting, and coordinating AI-generated marketing content.
• Collaborating with marketing personnel and managing marketing assets.

Compensation

The monthly salary starts at 4,000,000 Colombian Pesos, with the exact amount dependent on experience.