Remote Executive Assistant for Founder — Ops & BD

FreedUp; Philippines; Remote; PHP 699,000 - 1,259,000; Full time

Benefits offered by this job

International experience

Work from anywhere

PTO

HMO after 3 months

Learning and development opportunities

Potential performance bonuses

Job summary

FreedUp is a remote-first company building geospatial and open-source software systems. We seek an Executive Assistant to support the Founder, ensuring structured operations, async communication, and proactive task execution. The role emphasizes autonomy, discretion with sensitive information, and strong calendar and email management.

Join a distributed team, coordinate BD and CRM tasks, and help streamline proposals, travel, and reports while maintaining high reliability and focus on deadlines.

Qualifications

• 3+ years of experience as an Executive Assistant, Operations Coordinator, or similar role supporting senior leadership, ideally in a technical or startup environment.
• Excellent written and verbal communication skills — with a track record of proactive, consistent communication rather than waiting to be asked for updates.
• Tech-savvy and comfortable working in digital ecosystems (Slack, Gmail, Google Workspace, CRM/project management tools). Comfortable learning new tools independently and setting up better ways of working with them (e.g., automations), rather than expecting mastery to be handed to you.
• Strong organizational and prioritization abilities — able to work independently in an async, distributed team.
• Proven ability to manage sensitive information with sound judgment about who should see what, not just tool-level confidentiality.
• Proactive, self-directed, and thrives in an environment with evolving needs; comfortable operating with minimal oversight.
• Reliable when it comes to calendar commitments — once something is confirmed, it's honored; changes are communicated and explained rather than simply missed.
• Comfortable owning deadlines proactively — including spotting dates buried inside documents (like a procurement RFP) rather than waiting for them to be called out.
• Experience supporting business development, CRM upkeep, or sales pipeline coordination is a plus.
• Experience coordinating (not necessarily authoring) proposals or bid documents is a plus.
• Basic knowledge of expense reporting, reconciliation, or bookkeeping preferred.

Responsibilities

• Inbox & Communications Management: Maintain Inbox Zero across email and calls/texts. Triage and respond on behalf of the Founder where appropriate, flag priorities, and keep communications moving without letting things fall through the cracks.
• Calendar Management & Time Protection: Own and optimize the Founder's calendar, protecting focus time, coordinating meeting scheduling, and confirming, preparing, and taking notes for meetings. Once a meeting is confirmed, it's treated as a firm commitment — no missed RSVPs.
• Business Development Admin & CRM Upkeep: Maintain and update the CRM and BD pipeline, support prospecting of potential clients, and track business development activity end to end.
• Proposal & Bid Coordination: Coordinate the preparation of proposals and bids (including government bids covering technical and policy topics), managing timelines, formatting, and inputs from relevant contributors — including proactively surfacing deadlines that are buried in the source documents rather than clearly stated.
• Travel & Event Coordination With Judgment: Plan and manage business travel logistics, including flights, accommodations, and detailed itineraries. Pre-screen the high volume of event/conference invites that come in, flag genuine conflicts, and apply the Founder's known personal preferences without needing to ask each time.
• Expense Reporting & Reconciliation: Handle recurring expense reporting and reconciliation processes, keeping records accurate and organized.
• Conference Research & Coordination: Research relevant industry conferences and coordinate attendance logistics.
• Internal Communications & Team Coordination: Serve as a communication link between the Founder and the internal team, keeping updates clear and timely across channels.
• Personal & Life Admin Support: Manage doctor appointment scheduling and other personal logistics as needed.
• Reporting: Compile a company scorecard and provide structured, proactive updates on priorities, progress, and deadlines — without being asked.
• Social Media: Support publishing of social media content as needed.
• Event Planning (future scope): Support event planning and coordination as this responsibility area develops.

Skills

Inbox management

Calendar management

Communication

Organizational skills

Async work

Discretion

Deadline management

Proactive problem solving

Tools

Slack

Gmail

Google Workspace

CRM tools

Project management tools

Automation basics

Job description

FreedUp is a remote-first company building geospatial and open-source software systems. We seek an Executive Assistant to support the Founder, ensuring structured operations, async communication, and proactive task execution. The role emphasizes autonomy, discretion with sensitive information, and strong calendar and email management.

Join a distributed team, coordinate BD and CRM tasks, and help streamline proposals, travel, and reports while maintaining high reliability and focus on deadlines.