Executive Operations Coordinator (Colombia)

Colombia

Full Time Executive Operations Coordinator (Colombia)

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 proactive and detail-oriented Executive Operations Coordinator to serve as a central operational partner to an executive. This role is designed for a professional who can manage multiple priorities, maintain visibility across departments, and ensure tasks, projects, and commitments move forward.

You’ll play a key role in coordinating executive calendars, preparing meetings, tracking projects and KPIs, managing communications, coordinating business and personal logistics, and independently executing special projects from idea to completion. The adecuado candidate is organized, proactive, AI-forward, and comfortable working across multiple teams in a dynamic environment.

Location: Must be in Colombia – Remote.

Environment: Colombian and International Teams.

Language: Advanced English (B2+ - C1).

Timezone: Monday to Friday – 8:00 AM to 5:00 PM MST.

Contract: Non-fixed Term Colombian Contract.

Requirements:

- Education: Bachelor’s degree preferred. Equivalent proven professional experience in operations, coordination,



or executive support will also be considered.
- Experience: 3 to 5 years of experience in operations, project coordination, or executive support, ideally supporting a senior leader or executive. Proven ability to work independently, coordinate across multiple departments, and operate successfully in a fully remote environment.
- Skills: Executive calendar and inbox management, project tracking, KPI reporting, meeting preparation and follow-up, cross-functional coordination, Google Workspace, Trello, Google Sheets, AI-supported meeting transcription tools, digital asset organization, travel and event coordination, and strong written and verbal communication.
- Characteristics: Highly proactive, detail-oriented, organized, accountable, confident following up with stakeholders, adaptable, comfortable managing business and personal priorities, able to identify potential conflicts and outstanding commitments, and willing to take ownership of tasks through completion. AI-forward and comfortable working in a fast-changing environment.

Responsibilities:

Executive & Calendar Management

- Own and manage a fully integrated calendar that includes both business and personal commitments
- Proactively resolve scheduling conflicts and maintain alignment between competing priorities




- Protect and enforce dedicated executive time for strategic thinking and focus
- Prepare meetings for success by organizing appropriate agendas, context, materials, and supporting information
- Review AI-supported meeting transcripts to identify decisions, action items, and follow-up needs
- Distribute meeting follow-ups and maintain a central list of open items through completion

Inbox & Communication Management

- Organize the executive inbox by prioritizing, tagging, and filtering messages
- Identify and highlight urgent or high-priority communications
- Draft email responses for executive review
- Track pending responses from team members and proactively follow up when information or action is outstanding
- Grow into full inbox ownership, filtered, organized, and prioritized so the executive receives only the information, decisions, and communications requiring their attention, with appropriate follow-up handled independently

Project Tracking & Accountability

- Track key initiatives and deadlines across HR, Learning & Development, Camp Hubbard, Finance, and overall swim school operations
- Maintain visibility of project status, deadlines, next steps, and outstanding items
- Follow up directly with team leads to ensure commitments and deadlines are met
- Support cross-departmental projects by helping the executive oversee HR, Learning & Development, Camp Hubbard, and overall swim school operations
- Maintain business momentum by tracking project completion and ensuring action items continue moving forward
- Use Trello and other project tools provided by the company to maintain visibility and

📌 Executive Operations Coordinator (Colombia)
🏢 Dynamics ATS
📍 Colombia