Remote Executive Assistant for Operations & Projects

FreedUp

Bogotá ciudad

Remote

COP 34,661,000 - 62,389,000

Full time

14 days+

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Benefits offered by this job

International experience

Remote work from anywhere

PTO

HMO after 3 months

Potential Performance Bonuses

Learning and development opportunities

Supportive and collaborative team

Job summary

FreedUp is seeking a highly proactive and detail-oriented Executive Assistant Associate (EA) to support the Founder & CEO of a fast-growing, systems-driven organization. This role is ideal for someone who thrives on structure, accountability, and clarity—acting as a true extension of the executive by turning complexity into calm, repeatable execution.

The EA will own core operational processes, manage communication systems, coordinate recruiting pipelines, and help implement tools and SOPs to

Qualifications

3+ years of experience supporting senior executives as an EA, Operations Coordinator, or similar role.
Exceptional written communication skills - stronger writer than the executive.
Follow and replicate structured formats.
Strong organizational and execution skills.
Comfortable acting as a memory system for a fast-moving CEO.
Strong understanding of U.S. business culture and communication style.
Ability to work with systems and SOPs (Standard Operating Procedures).
Capable of anticipating needs and providing context-based assistance.
Able to handle confidential and sensitive information responsibly.
Tech-friendly 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.

Responsibilities

Triage emails twice daily (morning and afternoon).
Draft, edit, and manage emails in the founder's voice and tone.
Ensure all communication follows clear, repeatable formats and high standards.
Coordinate client communication while maintaining professionalism and accuracy.
Organize emails into four folders: Action Needed, Read Later, If Interested, and Follow Up.
Proofread and edit all outgoing communications to improve clarity and accuracy.
Act as a gatekeeper for Executive's calendar.
Manage complex scheduling across client and internal meetings.
Coordinate logistics, including confidential meeting arrangements.
Prioritize high-value meetings and optimize calendar flow.
Implement and protect Executive's ideal weekly calendar template with blocked time for deep work.
Ensure Executive's schedule adheres to his template approximately 70-80% of the time.
Account for Execitive's in-person office time (2-3 days per week in Seattle).
Maintain a clean, accurate, and fully up-to-date CRM system.
Ensure all records include complete contact details, proper formatting and structure, and correct hyperlinks and notes.
Continuously improve CRM organization for usability and efficiency.
Consolidate insurance information, organize personal documents and digital records, and create consent forms for medical appointments.
Lead weekly check-ins to review progress and refine processes.
Track task completion and ensure clear communication loops.
Proactively identify inefficiencies and propose improvements.
Manage outstanding personal administrative tasks.
Consolidate and back up important digital personal files securely.
Maintain organized digital folders for personal records.
Document and build SOPs from day one and turn recurring tasks into scalable, repeatable processes.
Continuously refine workflows based on feedback and performance.
Communicate daily via Slack with structured updates.
Operate BuilderTrend, Notion, Monograph, Smartsheet, Gemini, Fathom, Fireflies for tasks and records.