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 a highly organized, proactive, and dependable Virtual Assistant / Executive Administrative Assistant to support a partner at a growing multidisciplinary advisory firm serving business owners, high-net-worth individuals, and professional clients.

This role is designed for a detail-oriented professional who can bring structure to a busy workday by managing calendars, tasks, client follow-ups, projects, CRM updates, meeting notes, and administrative coordination.

You’ll play a key role in keeping priorities organized, capturing next steps, maintaining accurate records, and ensuring important commitments and follow-ups do not fall through the cracks.

Location: Must be in Colombia – Remote.

Environment: 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.

Requirements:

- Education: Bachelor’s degree or relevant technical education in Business Administration, Management, or a related field is preferred.
- Experience: 2+ years of experience as a Virtual Assistant, Executive Assistant, Administrative Assistant, Operations Assistant, or similar support role.
- Skills: Strong organization, prioritization, follow-through, written English communication, CRM and project management skills, calendar and email management, data accuracy, and proficiency with cloud-based tools. Experience with Zoho CRM, Zoho Projects, Microsoft 365, Zoom, Teams, Google Meet, or AI tools is a plus.
- Characteristics:



Proactive, dependable, discreet, detail-oriented, tech-comfortable, self-directed, professional, and capable of managing confidential information while working independently in a remote environment.

Preferred Qualifications (Nice-to-Haves):

- Experience with Zoho CRM, Zoho Projects, or related Zoho tools.
- Experience supporting accounting, financial advisory, legal, consulting, or other professional services firms.
- Experience with Microsoft 365, Zoom, Teams, Google Meet, task management systems, or AI tools for summarization and drafting.

Responsibilities: Task, Project & Calendar Management:

- Maintain tasks, projects, deadlines, and follow-ups in Zoho.
- Create tasks from emails, meetings, calls, notes, and verbal instructions.
- Prepare daily or weekly priority lists and flag overdue, unclear, or unassigned items.
- Schedule meetings, coordinate calendars, and ensure events include relevant links, documents, notes, and context.

Zoho CRM & Administrative Tracking:

- Enter and update client, prospect, task, project, and opportunity information in Zoho.
- Record meeting notes, action items, deadlines, assignments, and status updates.
- Support time entry using calendar activity, meeting notes, emails, or daily summaries.
- Maintain clean CRM data and flag duplicates, missing information, or unclear project statuses.

Meeting, Email & Client Follow-Up Support:

- Prepare agendas, meeting-prep packets, notes, and follow-up summaries as needed.
- Track client document requests, unanswered emails, open proposals, and internal follow-ups.
- Draft routine follow-up emails/templates for scheduling, reminders, document requests, and next steps.
- Monitor inboxes for important messages, flag urgent items, and create tasks from emails.

Process, Workflow & Coordination Support:

- Document recurring processes, maintain checklists, and organize key files, templates, and reference materials.
- Identify repetitive tasks that could be automated, delegated, or organized more effectively.
- Coordinate with team members, vendors, and outside professionals to keep work moving.

📌 Virtual Assistant (Colombia)
🏢 DOXA Talent
📍 Colombia