FreedUp

Systems Engineer

• - Design and build custom operating systems for clients
• - Create, structure, and continuously improve workflow systems in Notion
• - Translate messy workflows into clear, documented, scalable SOPs
• - Collaborate with founders, executive assistants, and internal operations
• - Design operational leverage for client success and retention

SOP & Systems Architect, Notion, AI

Executive Assistant

• - Design, create, implement, and continuously update EA training bootcamps to meet evolving client and organizational needs.
• - Develop new training materials, exercises, and resources for EA trainees and active EAs.
• - Deliver comprehensive training on FreedUp systems, tools, and methodologies, including customized operating systems for each executive pairing.
• - Monitor and evaluate EA performance during training bootcamps, providing real-time feedback and coaching.
• - Conduct hands-on assessments to ensure trainees demonstrate competency in core EA skills before client handoff.
• - Track training completion rates and trainee progress through structured checkpoints and deliverables.
• - Monitor EA performance during the first four weeks after transitioning to their executive client.
• - Extract and review weekly meeting recordings between EAs and their executives to identify how things are progressing and evaluate opportunities to address challenges or provide additional support.
• - Ensure EAs consistently follow FreedUp SOPs, including:
• - Daily End of Day (EOD) reports
• - Proper use of task dashboards and work trackers
• - Accurate SOP documentation, grading, and updating
• - Provide ongoing coaching and course correction to ensure client-ready performance standards are maintained.
• - When no EAs are in active training, collaborate with the Head of People and Culture to identify training needs across the EA team.
• - Extract and review weekly meeting recordings between EAs and their executives.
• - Listen to recordings and evaluate opportunities to provide additional training, resources, or support to improve EA effectiveness.
• - EA success rating
• - Training completion rate
• - 30-day client retention rate

Executive Assistant Trainer – LATAM

• Implementing and managing a structured email triage system (initially 8 categories, refined over time)
• Sorting and prioritizing incoming messages daily
• Identifying revenue-generating and high-impact emails for Chris’s direct attention
• Delegating actionable items to appropriate team members
• Extracting tasks from emails and moving them into a task management system (Notion)
• Drafting routine responses and gradually taking ownership of standard communications
• Preparing a prioritized daily action summary during sync meetings
• Maintaining inbox organization to reduce actionable emails to a minimal, high-impact list
• Proactively blocking time for priority tasks and deep work sessions (e.g., 3-hour client review blocks)
• Managing incoming meeting requests and calendar invites
• Coordinating scheduling via email and Calendly links
• Maintaining accurate availability and protecting focused work periods
• Adjusting calendar structure as preferences evolve (e.g., prioritizing mornings for deep work)
• Ensuring flexibility while maintaining structure
• Document, organize, and improve company workflows and Standard Operating Procedures (SOPs) in Notion.
• Support the creation of internal systems for accountability, task tracking, and delegation across the company's operations and team structure.
• Assist with invoicing (occurs approximately twice per month)
• Support with other tactical administrative tasks as needed
• Ensuring delegated tasks are followed up on and completed
• Reducing cognitive load by maintaining a clear, visible task pipeline
• Implementing and maintaining a shared Notion workspace
• Capturing tasks from emails, meetings, and discussions
• Assigning deadlines and tracking progress
• Supporting transparency and real-time updates
• Preparing agendas for daily/weekly sync meetings
• Developing and maintaining recurring operational checklists
• Tracking compliance deadlines (e.g., bi-annual certifications, audits)
• Managing recurring administrative tasks (e.g., invoicing support)
• Providing proactive reminders
• Improving operational consistency and service quality
• Preventing last-minute rushes and reducing operational risk
• Communicating daily via Slack with structured updates.
• Tracking tasks and delegation in Notion
• Helping expand Notion usage for SOPs, documentation, and a lightweight CRM.
• Using Calendly, MS TEAMS, Mosaic.

Executive Assistant – Operations, Project Focus

Project Manager

• Support the Founder & CEO of a fast-growing organization.
• Stabilize and scale the CEO’s day-to-day operations.
• Improve written communication quality.
• Own core operational processes and manage communication systems.
• Coordinate recruiting pipelines and implement tools to help reduce cognitive load.
• Manage client communication and internal staff emails.
• Act as a gatekeeper for Executive's calendar and protect the ideal weekly calendar template.
• Manage personal administrative tasks and organization of documents.
• Consolidate insurance information and personal records.
• Help expand Notion usage for SOPs and documentation.

Executive Assistant – Operations, Project Management

• Manage and organize three inboxes (personal, work, shared investor inbox).
• Implement follow-up systems to prevent missed replies and recurring “email bankruptcy.”
• Draft routine and logistical emails for CEO review, reducing workload while preserving control.
• Proofread and edit all outgoing communications to improve clarity and accuracy.
• Prioritize investor, recruiting, and vendor communications.
• Coordinate weekly and bi-weekly internal meetings (all-hands, leadership, C-suite).
• Prepare and maintain agendas, collect participant notes, and track follow-ups.
• Attend meetings as needed to capture action items and enforce accountability.
• Help implement calendar rules to protect focus time and avoid unnecessary meetings.
• Conduct a daily end-of-day check-in (5:00–5:30 PM) to review upcoming meetings and open loops
• Document, organize, and improve company workflows and Standard Operating Procedures (SOPs) in Notion.
• Support the creation of internal systems for accountability, task tracking, and delegation across Trotta’s operations and team structure.
• Manage delegated tasks and ensure timely follow-up using Linear.
• Close feedback loops and prevent lost action items.
• Support the rollout of structured task and delegation systems across the organization.
• Assist with daily reminders, priorities, and workload balancing.
• Manage operational tasks such as office lunch orders, events, offsites, and travel coordination.
• Assist with personal scheduling, including medical appointments on recurring cycles.
• Handle sensitive information in compliance with HIPAA and related agreements.
• Support monthly outreach to patients with high NPS scores and assist with review collection workflows.
• Research and implement tools for reviews, CRM, and process optimization.
• Communicate daily via Slack with structured updates.
• Track tasks and delegation in Linear.
• Help expand Notion usage for SOPs, documentation, and a lightweight CRM.

SOP & Systems Architect, Notion, AI

Executive Assistant Trainer – LATAM

Executive Assistant – Operations, Project Focus

Executive Assistant – Operations, Project Management

Executive Assistant – Operations, Communication Focus