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 – Operations & Client Support. This role is designed for a highly organized, proactive, and resourceful professional who thrives in fast-paced environments and enjoys supporting operational workflows, coordinating across teams, and ensuring nothing falls through the cracks.
You’ll play a key role in supporting both internal executive priorities and the daily operational coordination of a home care client under a white-label structure, acting as a trusted partner to leadership while helping maintain efficient and compliant operations.
Location: Must be in Colombia – Remote.
Environment: Colombian and International Teams.
Language: Advanced English (B2+ - C1).
Timezone: Monday to Friday – 8:00 AM – 5:00 PM PST.
Contract: Non-fixed Term Colombian Contract.
Requirements
- 3+ years of experience as an Executive Assistant or Senior Administrative Coordinator
- Experience supporting a founder or senior leader
- Strong organizational and prioritization skills
- Excellent written and verbal English communication
- Advanced proficiency in Microsoft Office (Excel, Outlook, Teams)
- Comfortable navigating multiple software systems simultaneously
- Ability to work independently in a fully remote environment
Preferred
- Experience in healthcare, home care, or service-based businesses
- Familiarity with scheduling platforms or CRM systems
- Basic familiarity with QuickBooks Online
- Experience coordinating recruiting or onboarding logistics
Skills & Competencies
- High level of discretion and professionalism
- Strong sense of urgency and accountability
- Detail-oriented with structured follow-through
- Calm under pressure
- Systems thinker with process-improvement mindset
- Relationship-focused communicator
Education: Bachelor’s degree preferred in Business Administration, Healthcare Administration, Human Resources, or a related field. Equivalent experience will also be considered.
Experience
- 3+ years of experience as an Executive Assistant, Senior Administrative Coordinator, or similar role.
- Experience supporting a founder, executive, or senior leader.
- Experience coordinating recruiting processes, onboarding activities, or operational workflows.
- Experience in healthcare, home care, or service-based businesses is highly preferred.
Skills
- Excellent written and verbal English communication skills.
- Advanced proficiency in Microsoft Office Suite (Excel, Outlook, Teams).
- Strong organizational, prioritization, and multitasking abilities.
- Ability to navigate multiple software platforms simultaneously.
- Experience maintaining digital filing systems and tracking documentation.
- Basic familiarity with QuickBooks Online is preferred.
- Familiarity with scheduling platforms, CRM systems, or compliance tracking tools is a plus.
Characteristics
- High level of discretion and professionalism.
- Strong sense of urgency and accountability.
- Detail-oriented with excellent follow-through.
- Calm and adaptable under pressure.
- Proactive problem solver with a process-improvement mindset.
- Relationship-focused communicator who collaborates effectively across teams.
- Ability to work independently in a fully remote environment.
Responsibilities
Executive & Operational Support
- Serve as right-hand support to the Founder
- Manage task tracking, follow-ups, and priority alignment
- Prepare summaries, reports, and operational updates
- Coordinate communication between stakeholders
- Identify gaps in processes and recommend improvements
Care Operations Coordination (Client-Facing Support)
- Support caregiver scheduling and shift coordination
- Maintain scheduling updates and communication logs
- Track compliance deadlines, certifications, and license renewals
- Coordinate onboarding logistics and documentation
- Ensure timely communication between caregivers and leadership
- Escalate operational issues appropriately
Recruitment & Onboarding Coordination
- Assist with candidate outreach and interview scheduling
- Coordinate onboarding appointments and documentation collection
- Maintain organized employee files and compliance tracking
- Process status updates in internal systems
Administrative & Financial Coordination
- Organize documentation and maintain digital filing systems
- Assist with invoice tracking and basic QuickBooks Online data entry
- Support preparation of operational and financial summaries
- Maintain structured tracking spreadsheets
