Executive Assistant

ROLE SUMMARY

A DOXA Executive Assistant plays a pivotal role in an organization, providing direct support to an executive. This position requires exceptional organizational skills, the ability to handle confidential information with discretion, and a strong proficiency in both verbal and written communication. This role includes two weeks of paid training time to start.

At DOXA, our goal is to help you learn and grow with your client. We deliver by supporting you in your learning journey and surrounding you with an Executive Assistant community. You must be open to learning new things and embracing opportunities.

SCHEDULE: 9:00 AM – 6:00 PM PST, MST, CST, or EST, follows Philippine Holidays

POSITION TYPE: Full Time

WORK ARRANGEMENT: Remote

ESSENTIAL FUNCTIONS

·       Executive Support: Own executive email and calendar management, including prioritizing, delegating, and preparing correspondence on behalf of the executive. This may also include supporting the executive’s brand via social media, podcasts, etc.

·       Managing Up: Optimize your executive’s time and workload effectively, as well as speak up and stay ahead of potential problems by providing the right information at the right time

·       Effective Communication: Act as the first point-of-contact and gatekeeper for the executive and drive internal and external communications, presentations, reports, and more

·       Anticipating Needs: Understand an executive’s preferences, work style, and priorities. This could involve preparing materials for meetings, anticipating travel needs, or preemptively addressing scheduling conflicts

·       Meeting Management: Coordinate and facilitate executive-level meetings, including agendas, taking notes, and following up on action items with stakeholders

·       Project Management: Planning and ensuring that clients align with executive priorities, holding team members accountable, and following through with stakeholders

·       Personal Assistance: Support the executive in personal areas such as appointments, events, home needs, etc.

·       Continuous Improvement: Seek ways to improve executive efficiency and effectiveness by streamlining processes and implementing new solutions

QUALIFICATIONS

·       Bachelor’s degree in Business, Finance, Management, Marketing, or similar preferred

·       Must have 2+ years of experience as an Executive Assistant working in a similar role

·       Strong computer aptitude, which includes experience with Microsoft 365, G-Suite, Canva, Zoom, Dropbox, Calendly, Slack, Trello/Monday.com/Basecamp/Asana (or similar), Adobe Acrobat, LastPass, LinkedIn, CRMs, ChatGPT, MidJourney/DALL-E (or similar), Jasper, AIMeeting tools, Expense Management tools

·       Strong organization, oral and written communication skills

·       Analytical skills with particular attention to detail

·       Aptitude in data management, analytics, reporting preparation

·       Ability to function in an autonomous environment—independent worker, self-directed