FreeUp is seeking a high-performing Executive Assistant to support the CEO in building structure, reducing distractions, and optimizing daily operations. This role is designed to create clarity and efficiency in a fast-paced executive environment by implementing strong systems for email, scheduling, and task management.
The Executive Assistant will play a critical role in transforming a high-volume inbox and meeting-heavy calendar into a streamlined, priority-driven workflow. Success in this role requires strong judgment, proactive communication, and the ability to create order from complexity.
This role goes beyond traditional administrative support. You will own core operational processes, manage communication systems, coordinate recruiting pipelines, and help implement tools and SOPs that reduce cognitive load for the CEO and leadership team.
This is a full-time, remote position requiring exceptional written communication, strong follow-through, comfort with sensitive information, and the ability to proactively manage both professional and limited personal tasks.
Location: Fully Remote
Job Type: Full-Time
Salary: $800 - $1,600 per month (based on experience)
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.
Key Responsibilities
Email & Communication Management
- 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 Executive'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 lis
Meeting & Calendar Coordination
- roactively 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
Process Optimization & SOPs:
- 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 companie'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
Task Delegation & Tracking
- 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
- Ensuring delegated tasks are followed up on and completed
- Reducing cognitive load by maintaining a clear, visible task pipeline
Operational & Personal Support
- 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
Systems & Tools
- Communicate daily via Slack with structured updates.
- Track tasks and delegation in Notion
- Help expand Notion usage for SOPs, documentation, and a lightweight CRM.
- Calendly, MS TEAMS, Mosaic
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