Executive Assistant - Sales Operations & Personal Support

FreedUp

Philippines

Remote

PHP 709,000 - 1,205,000

Full time

3 days ago

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Benefits offered by this job

USD compensation

Year-end bonus and other bonuses

Health insurance allowance

PTO + Holidays

Training and ongoing support

Job summary

FreedUp is seeking a proactive Executive Assistant to act as the second brain for a US entrepreneur. You will manage CRM, calendars, travel, and personal/admin tasks from a remote location in the Philippines, coordinating with two sales reps and the team.

The role requires at least 3 years in an EA or similar role, strong English, and strict discretion. Compensation ranges from 1,000 to 1,700 USD monthly, based on experience.

Qualifications

At least 3 years in an Executive Assistant, Sales Coordinator or similar role.
Strong audit mindset to identify gaps and improve systems.
Highly organized, detail-oriented and reliable.
Excellent written and spoken English; strong professional communication.
Able to handle both business and personal tasks with discretion.
Available full-time 9 AM–5 PM US Central Time.
Comfortable working remotely with a US company.

Responsibilities

Own the Notion CRM; maintain deal stages, dates and next steps.
Coordinate the sales team; ensure deals are updated and visible in CRM.
Manage Dropbox filing; move materials into correct folders per SOP.
Manage calendar and reminders; handle scheduling via Outlook and Calendly.
Book domestic travel following preferences; check-in and confirmations.
Handle personal/admin tasks; payroll for pool company; monitor leads as needed.

Skills

Proactive mindset

Executive Assistant experience

English proficiency

Organizational skills

Speed & responsiveness

Discretion and confidentiality

US-hours availability

Tools

Notion

Claude

Outlook

Dropbox

Zoom

Calendly

DocuSign

GoHighLevel

Kayak/airline apps

Job description

About FreedUp

FreedUp places talented Executive Assistants with founders and executives at growing US companies. We free leaders up by saving them time and effort so they can focus on the work only they can do. For our EAs, we aim to be one of the best US companies for LATAM and Filipino talent, with a supportive environment and real room to grow.

About the role

We're looking for a sharp, proactive Executive Assistant to be the "second brain" for a fast-moving US entrepreneur. He runs a growing private aircraft sales business, where many leads come in through his social media content, and he co-owns a pool services company.

Compensation

1,000 to 1,700 USD (Depends on Experience)

Location

Remote, Philippines (must work US business hours)

Job Type

Full-time

What you'll do

1. Own the Notion CRM (ramps up gradually)

Keep the aviation sales pipeline watertight: deal stages, last-contact dates and next steps always current.
Add new and missing deals, including aircraft that go under contract, and flag stale records (for example, "last contact was months ago").
After each recorded sales Zoom call, use the transcript and Claude to create the CRM entry with the contact's details, write next steps and delegate follow-ups to the right sales rep.
Take over the CRM step by step as you learn the nuances of the business.

2. Coordinate the sales team

Follow up with the two sales reps so they stay on top of their leads and keep their deals updated in the CRM, without adding extra admin work to their plate.
Make sure every deal has clear next steps and that aircraft listings get the visibility they need.
Send him consolidated status overviews so he can see the whole pipeline at a glance.

3. Manage Dropbox filing (from day one)

Move aircraft photos, videos, spec sheets, sales brochures, maintenance status reports, contracts, LOIs, APAs and deposit confirmations from email into the right Dropbox folders as soon as they arrive.
Follow a clear SOP and keep everything consistent as the team grows. Much of this material is sensitive or client-facing, so accuracy matters.

4. Manage his calendar and reminders

Manage his Outlook calendar and his availability for calls booked through Calendly.
Handle reschedule requests and send short scheduling emails to clients when needed.
Send a proactive end-of-day "here's tomorrow" text with his meetings, addresses, links, documents or waivers to sign, and anything he needs to bring, plus a suggested time for his daily workout around a busy schedule.

5. Book travel

Plan two to three mostly domestic trips a month, comparing options on Kayak and booking through airline apps.
Follow his saved preferences: direct flights, no very early departures and exit row seats, with his traveler details on file.
Handle booking, check-in and confirmations so everything is ready on his phone.

6. Handle personal and admin tasks

Take care of waivers, vehicle registrations and other paperwork for his trucks and businesses.
Remember birthdays and anniversaries, and arrange flowers and gifts for his wife and kids within a set budget.
Process payroll for his pool company (about six people).
Possibly monitor GoHighLevel for new pool leads during your working hours and send quick text replies.

Please note:

this role does not include client calls or onboarding. He handles all client conversations himself. Beyond these tasks, he wants you to audit his systems, spot the low-hanging fruit and tell him what else you can take off his plate.

Requirements

Must-haves

At least 3 years of experience as an Executive Assistant, Sales Coordinator or in a similar support role.
A very proactive "second brain" who audits systems and spots gaps without being told.
Highly organized and detail-oriented.
Fast and responsive. He should never be left waiting.
Disciplined and professional.
Excellent written and spoken English.
Comfortable handling both business and personal tasks.
High discretion with client, financial and payroll information.
Available full-time from 9 AM to 5 PM US Central Time.
Reliable high-speed internet and a quiet home office setup.

Nice-to-haves

A good sense of humor and a likable personality.
Experience with Notion as a CRM.
Comfort using AI tools, especially Claude.
Sales operations or high-ticket sales support experience.
Experience with GoHighLevel.

Tools & Communication

Notion, Claude, Outlook, Dropbox, Zoom, Calendly, DocuSign, GoHighLevel, and Kayak and airline apps. Communication is mainly by text, with phone calls when needed (no Slack).

Benefits