FreedUp

Executive Assistant – Operations, Project Focus

FreedUp

full-time

Posted on:

Location Type: Remote

Location: Mexico

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Salary

💰 $800 - $1,600 per month

About the role

  • 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.

Requirements

  • 3+ years of experience supporting senior executives as an EA, Operations Coordinator, or similar role.
  • Exceptional email management and prioritization skills
  • Strong systems thinker with experience building organized workflows
  • Proficient in digital tools (Notion strongly preferred)
  • Highly proactive and detail-oriented
  • Strong written communication skills
  • Comfortable making judgment calls on prioritization
  • 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 & Tools
email managementtask managementworkflow organizationinvoicing supporttask trackingoperational checklistscompliance trackingdocument organizationSOP developmentcalendar management
Soft Skills
prioritizationproactivitydetail-orientedwritten communicationjudgment callsadaptabilityaccountabilityclarityflexibilityteam coordination