Virtual Executive Assistant

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

The Executive Assistant (EA) will provide executive-level support to the Chief Marketing and Innovation Officer (CMO). The EA will oversee and manage the flow and exchange of information, streamline interactions, and facilitate initiatives on behalf of the CMO. Responsibilities include extensive schedule management across multiple time zones, handling travel logistics, responding to emails on behalf of the CMO, learning new technology and software quickly, and acting in a tech-savvy and professional manner as a representative of the CMO.

Location: Must be residing in the Philippines – Remote

Environment: Philippines and International Teams

Language: Advanced English (B2+ to C1)

Timezone: 9:00 PM to 6:00 AM Philippine Standard Time

Employment Type: Full-time

Qualifications

• Education: Bachelor's degree or equivalent experience (10+ years)
  
  

Requirements

• 5+ years of experience providing high-level support to C-level executives
• Must be highly tech-savvy, including but not limited to:
• Advanced proficiency in Microsoft 365 (Word, Excel, PowerPoint, Outlook, and MS Teams)
• Demonstrable proficiency and experience using all major social media channels
• The passion and ability to learn and effectively use unfamiliar software within 5 days of initial training
• Must be an expert in reading, writing, and speaking English
• Extremely detail-oriented and well versed in organizational tools and methods
• Outstanding interpersonal skills and telephone etiquette
  
  

Essential Functions

• Maintain an accurate and detailed calendar for the CMO, manage and log incoming scheduling requests, reschedule meetings upon request, proactively communicate changes, and anticipate and respond to scheduling conflicts
• Prioritize the CMO’s tasks and projects daily, and monitor all emails, documents, and materials requiring input and/or approval
• Screen all communications to the CMO, with a particular focus on email management
• Draft internal and external communications and correspondence on behalf of the CMO
• Oversee the creation of briefing documents, including talking points, event briefings, and media briefings for the CMO, with input from cross-functional teams as required
• Expertise in organizing, booking, and executing in-person events such as trade shows, client lunches, and quarterly offsite departmental meetings
• Organize internal and external meetings for the CMO, including notifying attendees, reserving conference rooms, handling logistics, drafting and distributing agendas, and taking minutes
• Collaborate with other administrative assistants to successfully coordinate schedules across teams
• Manage all travel arrangements and reservations for the CMO
• Track, reconcile, create, and submit monthly expense reports on behalf of the CMO in a timely manner
• Provide special project support to the CMO, liaising with the property management team as required
• Perform other relevant duties as assigned