Executive Assistant - Program Coordinator

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:
We’re seeking an Executive Assistant - Program Coordinator. This role is designed for someone who can provide administrative, communication, marketing, and logistical support to a fast-growing executive program, with the technical comfort to manage CRM data and design workflow automation with AI.
You’ll play a key role in supporting the VP of Community & Peer Groups and the Peer Group Directors, ensuring the smooth operation and execution of recruitment, member engagement, facilitator operations, and national programming.

Location: Must be in The Philippines – Remote.
Environment: Philippines and International Teams.
Language: Advanced English (B2+ - C1).
Time zone: Monday to Friday – 9:00 AM – 6:00 PM CDT.
Contract: Full Time

Requirements:

• Education: Bachelor’s degree in business administration, Marketing, Communications, or any related field.
• Experience: 2+ years of experience in administrative support, program coordination, or operations support; experience supporting executives or leadership teams; hands-on experience with a CRM system (e.g., Go High Level); experience with accounts payable, accounts receivable, and collections; experience coordinating email campaigns and social media content preferred.
• Skills: CRM management (e.g., Go High Level); ability to design and troubleshoot workflow automation with AI; accounts payable, accounts receivable, collections, and reporting; email campaign coordination, B2B social media content (LinkedIn), newsletters, and websites; proofreading and formatting of promotional materials, bios, and updates.
• Characteristics: Strong follow-through on action items, follow-ups, and task tracking; organized across calendars, agendas, and meeting notes; able to serve as a reliable point of contact for facilitators and members; comfortable tracking engagement metrics and compiling reports for optimization.

Responsibilities:

• Provide day-to-day administrative support to the VP and Peer Group Directors, including calendar coordination, database management, task tracking, meeting scheduling, agendas, and notes, and handle accounts payable, receivable, collections, and reporting.
• Drive member onboarding and offboarding logistics, including intake forms, agreements, payment, welcome emails, placement confirmation, and CRM updates, while tracking member touchpoints and flagging follow-up opportunities.
• Act as the point of contact, distributing updated materials, collecting feedback, and managing documentation related to group performance and facilitator activity.
• Assist with sponsorship deliverables and webinar events, including setup, calendar invites, and reminder emails, while tracking registration, attendance, and engagement metrics.
• Maintain accurate CRM records for members, facilitators, and leads, design and troubleshoot workflow automation with AI, compile recruitment, engagement, and retention reporting, and coordinate email campaigns, LinkedIn content, newsletters, and website updates.