Virtual Executive Assistant (Remote, Colombia)

About the role

DOXA is looking for a proactive, highly organized Virtual Executive Assistant to support an Owner/CEO who oversees four businesses. The role protects executive time, manages communications, coordinates commitments across the businesses and drives accountability through organization and proactive follow-up. It suits an experienced professional who can work independently in a fast-paced environment. The position is remote and based in Colombia, with a full-time non-fixed contract.

Key responsibilities

• Manage the executive's business and personal calendars, schedule meetings, focused work, travel and key commitments, and prepare agendas and meeting materials
• Triage inboxes, flag urgent decisions, draft approved responses and follow up on pending requests
• Maintain a central tracker for action items, owners, deadlines and recurring commitments across the four businesses, and coordinate updates with managers and service providers
• Coordinate travel, reservations and personal appointments, and provide end-of-day updates and weekly planning support
• Use calendars, email, task managers, documents and approved AI tools to streamline workflows while keeping sensitive information secure

Required profile

• Colombian resident working remotely, with advanced English (B2+ - C1) and Monday to Friday hours (9:00 AM - 6:00 PM Colombian time)
• Bachelor's degree in Business Administration, Office Administration, Executive Assistance or a related field preferred
• 3-5 years of experience as an Executive Assistant or in a comparable role supporting a founder, business owner or senior executive
• Excellent judgment, discretion and ability to handle confidential information

Required skills

• Managing complex executive calendars, inboxes and competing priorities
• Digital collaboration tools, task management platforms, email and calendar applications
• Familiarity with Todoist, Fantastical, Spark Mail or similar productivity platforms is a plus
• Experience using automation and AI tools to improve workflows while maintaining data confidentiality