FreedUp

Executive Assistant

• Own and optimize the CEO’s calendar and inbox to ensure efficient scheduling, focus time, and timely communication.
• Coordinate meetings, manage follow-ups, flag priorities, and respond on behalf of the CEO when appropriate.
• Track daily and weekly tasks across the CEO’s business and personal operations using Notion or similar tools.
• Document, organize, and improve company workflows and Standard Operating Procedures (SOPs) in Notion.
• Handle recurring administrative finance processes such as client billing setup, monthly invoices, commissions, and reimbursements.
• Plan and manage travel logistics for the CEO and team, including flights, accommodations, and conference registrations.
• Serve as the central communication link between the CEO, internal team, and external partners.
• Provide structured updates and summaries on priorities, progress, and deadlines.

Executive Assistant – CEO Support

Financial Planning and Analysis

• Support a Founder operating across investing, advisory, and strategic growth initiatives
• Manage workflows, improve processes, and ensure critical business functions run smoothly
• Own meeting scheduling logistics, confirmations, and coordination
• Handle logistics for meetings including locations, parking details, and time-zone coordination
• Support the Founder and investment team with operational execution across private equity and hedge fund activities
• Maintain accuracy and consistency to reduce financial admin backlog
• Assist with fund-level financial processes including expense tracking and documentation management

Executive Assistant – Operations, Investment-Finance Support

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

• - 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 – CEO Support

Executive Assistant – Operations, Investment-Finance Support

SOP & Systems Architect, Notion, AI

Executive Assistant Trainer – LATAM

Executive Assistant – Operations, Project Focus