Executive Assistant

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 are seeking a full-time Executive Assistant to provide essential support to our team. The ideal candidate is hardworking, reliable, highly organized, and an effective communicator. This role requires a high degree of self-management and the ability to juggle multiple responsibilities while meeting deadlines.

Location: Must be residing in the Philippines– Remote.

Environment: Philippines and International Teams.

Language: Advanced English (B2+ – C1).

Timezone: 8:00 AM – 5:00 PM Mountain Time, follows Philippine holidays

Employment Type: Full-time.

Requirements

Education: Bachelor’s degree or equivalent experience preferred

Experience

• 2+ years experience as an Executive Assistant
• Experience with Microsoft Office Suite
• Experience in office administration or other related fields
• Ability to prioritize and multitask
• Excellent written and verbal communication skills
• Strong attention to detail
• Strong organizational skills
• Willingness and ability to learn new software quickly

Nice To Haves

• Previous experience in office administration within the accounting or finance industries
• Previous experience with Karbon, Ignition, and/or Docusign

Characteristics

• Highly organized with elite time-management and prioritization skills
  • Proactive, self-directed, and capable of working independently and with remote teams
  • Clear understanding of discretion, confidentiality, and professionalism

Responsibilities

• Answer all incoming calls
• Schedule appointments and events for partners
• Sort Partner’s email box
• Client offboarding
• Workflow software (Karbon) management
• Assisting with Initial Client Consultation and Onboarding work items
• Collecting signatures from clients via Docusign for Forms 1040 and 1120
• Assisting with tax verification, specialty Karbon tasks, and billing for Senior Executive Assistant

The Executive Assistant will primarily support the Senior Executive Assistant and serve as their main point of contact for questions and day-to-day coordination. They will also receive assignments from firm partners, making collaboration and adaptability critical to success. All core responsibilities are equally important, including administrative support, answering phone calls, and collecting signatures for tax returns via Docusign.

Success in the first 30 days will involve learning to navigate all systems and software and developing a solid grasp of handling phone calls. By 60 days, the Executive Assistant is expected to consistently meet assigned tasks and deadlines while independently organizing their workload. At 90 days and beyond, success will be demonstrated by effectively managing all assigned responsibilities and assisting with more complex tasks as needed.

While prior experience with Karbon is not required, candidates must be highly organized and tech savvy. Training programs and resources will be provided to support learning and system navigation.

The firm’s busy seasons run from mid February to April 15 and from mid September to October 15 to meet tax deadlines. No after hours work is expected, and deadlines are primarily tied to tax season demands. This role follows standard office hours from 8 am to 5 pm with a one hour lunch, as the Executive Assistant will be responsible for answering the main phone line during business hours.

There is a clear growth path for this role, with the opportunity to advance into a Senior Executive Assistant position over time.