Executive Operations Coordinator (Colombia)

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 ideal 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 accountability across projects

Take ownership of assigned executive and operational tasks through completion rather than only tracking or delegating them

KPI Tracking & Reporting

Maintain and update KPI data and dashboards used during leadership and business meetings

Ensure reporting data is accurate, current, accessible, and ready for executive review

Maintain reporting through Google Sheets, research business ideas or requested topics, and prepare simple, organized summaries for executive review

Digital Asset & System Organization

Support the organization and maintenance of company information and resources across the Binder, Google Drive, Google Documents, and other shared systems

Organize and maintain photo, video, training, and other digital assets in coordination with Learning & Development and other departments

Follow existing naming conventions, folder structures, document organization, and file storage practices, escalating to IT or Marketing if a company-wide standard is needed

Maintain organized and accessible files so employees and leaders can efficiently locate current documents, resources, and training materials

Flag opportunities to improve organization and access within the systems this role uses directly

Assist with ongoing cleanup, consolidation, and organization of outdated, duplicate, or inconsistently stored documents and digital assets

Cross-Functional Coordination

Support the executive in overseeing work across HR, Learning & Development, Camp Hubbard, and overall swim school operations

Serve as a central point of visibility across departments and help coordinate action items involving multiple teams

Follow up with department leaders and other responsible parties to ensure commitments are completed

Support employee offboarding by maintaining termination checklists and coordinating the timely removal or modification of access across applicable company platforms and systems

Maintain a basic log of employee certification expiration dates (for example CPR/AED/First Aid, Lifeguard) and flag upcoming renewals to HR

Execution & Operational Support

Plan and coordinate conferences, meetings, and travel, including accommodations, meals, itineraries, logistics, and all related arrangements working within a budget

Proactively follow up on open items and maintain visibility until commitments are completed

Provide administrative support to HR and coordinate employee recognition, appreciation, and engagement initiatives, including maintaining staff bios and information, milestone recognition, cards, charitable programs, and seasonal gifts, while managing associated timelines, materials, ordering, and distribution

Coordinate employee ticket programs and related logistics, including renewals, sign-ups, ticket distribution, and employee communications

Coordinate logistics and provide administrative support for HR events and hiring initiatives, including company events, hiring events, career fairs, and employee gatherings

Coordinate community events, expos, and Safer 3 initiatives. Work with the Marketing team on event logistics, while coordinating staff participation, managing event inquiries, and ensuring timely follow-up and communication

Support the annual planning and management of the operational calendar, coordinating key dates and events across departments

Personal Calendar Awareness

Maintain visibility of the executive's personal appointments so they are reflected accurately on the shared calendar

Maintain alignment between the executive's work calendar and family calendar

Flag potential conflicts between business and personal commitments early so the executive can plan around them

Maintain visibility of known personal travel dates so they are reflected on the calendar and do not conflict with business commitments

Tools & Systems

Utilize Google Workspace, Trello, and AI tools as part of daily work, with training provided on additional company platforms and tools as needed

Use AI-supported meeting transcription tools to extract decisions, document action items, and improve meeting follow-through

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