FreedUp

Executive Assistant – Operations, Communication Focus

FreedUp

full-time

Posted on:

Location Type: Remote

Location: Remote • 🇲🇽 Mexico

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Salary

💰 $800 - $1,600 per month

Job Level

Mid-LevelSenior

About the role

  • 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.

Requirements

  • 3+ years of experience supporting senior executives as an EA, Operations Coordinator, or similar role.
  • Exceptional written communication skills — must be a stronger writer than the executive.
  • Highly responsive, proactive, and detail-oriented.
  • Comfortable acting as a “memory system” for a fast-moving CEO.
  • Strong organizational instincts and follow-through.
  • Able to handle confidential and sensitive information responsibly.
  • Tech-comfortable and adaptable to evolving systems and tools.
  • Thrives in high-accountability, high-clarity environments.
  • Technical Requirements: Reliable high-speed internet and a modern home office setup.
Benefits
  • International experience
  • Opportunity to work remotely from anywhere
  • Supportive and collaborative team environment
  • Learning and development opportunities
  • Potential Performance Bonuses
  • PTO
  • HMO after 3 months

Applicant Tracking System Keywords

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

Hard skills
email managementproofreadingeditingtask trackingworkflow documentationStandard Operating Procedures (SOPs)calendar managementschedulingCRMprocess optimization
Soft skills
written communicationdetail-orientedproactiveorganizational skillsresponsibilityadaptabilityaccountabilityclaritymemory systemfollow-through