FreedUp

Executive Assistant, Operations – AI Automation

FreedUp

full-time

Posted on:

Location Type: Remote

Location: Remote • 🇲🇽 Mexico

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Salary

💰 $1,300 - $1,700 per month

Job Level

Mid-LevelSenior

About the role

  • Handle client emails with impeccable tone and regulatory awareness
  • Respond to client inquiries (e.g., withdrawal requests) on behalf of the Executive
  • Manage monthly marketing distributions using Mailchimp and HubSpot
  • Validate data from fund administrators for accuracy before distribution
  • Update and maintain clean contact lists in both systems
  • Work with external designer to create marketing materials
  • Organize and sanitize Execuitve's multiple calendars (NorCap, personal, confidential)
  • Schedule meetings and manage Execuitve's availability
  • Ensure company-wide calendar visibility and coordination
  • Handle repetitive operational processes (insurance renewals, engagement letters, etc.)
  • Manage follow-up on incomplete tasks and ideas from Executive
  • Escalate nuanced or unclear assignments for clarification from Jonathan or Garth
  • Comfortable working with AI tools and understanding AI prompting
  • Ability to manage and validate Karen (the AI assistant) outputs
  • Willingness to learn custom software and new workflows

Requirements

  • 3+ years of experience as an **Executive Assistant**, Operations Assistant, Administrative Coordinator, or in a similar role supporting senior leadership.
  • Strong experience in **phone and email management**, calendar coordination (multiple calendars), and CRM data maintenance.
  • Proficiency in **HubSpot** and **Mailchimp**; experience with ClickUp, Jira, Trello, or similar project management tools is a plus.
  • High comfort level working with **AI tools** (e.g., ChatGPT, Copilot) and willingness to manage and validate AI-generated outputs.
  • Excellent written and verbal communication skills with strong attention to tone, accuracy, and regulatory sensitivity.
  • Ability to handle client communications with discretion, transparency, and compliance awareness (no impersonation of executives).
  • Strong organizational and time-management skills with the ability to reprioritize quickly in a fast-paced environment.
  • Proven ability to take initiative, solve problems independently, and drive tasks to completion with minimal supervision.
  • Experience supporting operational processes, documentation, and SOP execution.
  • Familiarity with basic reporting, data validation, and quality control.
  • **Technical Requirements:** Reliable high-speed internet, a modern laptop with a multi-core processor, and a noise-canceling headset.
  • **Nice to Have: **Experience in financial services, legal, or other regulated industries and Familiarity with automation tools (e.g., N8N, Zapier).
Benefits
  • International experience
  • Opportunity to work remotely from anywhere
  • Supportive and collaborative team environment
  • Learning and development opportunities
  • Potential Performance Bonuses
  • PTO

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard skills
calendar coordinationCRM data maintenancedata validationreportingSOP executionproblem-solvinginitiativetime managementemail managementclient communication
Soft skills
written communicationverbal communicationorganizational skillsdiscretiontransparencyregulatory awarenessattention to detailadaptabilityindependenceinitiative