Executive Operations Assistant

Freddie Mac; United States; Remote; USD 50,000 - 80,000; Full time

Job summary

A leading company is looking for a proactive Executive Assistant to support the founder with a focus on project coordination and operational tasks. This role requires someone detail-oriented with strong communication skills and the ability to manage multiple responsibilities effectively. Familiarity with contemporary productivity tools and a service-oriented mindset are essential. Ideal candidates will have at least three years of experience in similar positions, emphasizing a tech-savvy and action-oriented approach.

Qualifications

• Minimum 3 years as Executive Assistant or similar role.
• Excellent English communication skills.
• Familiarity with project management tools and productivity platforms.

Responsibilities

• Coordinate projects and manage action items with the founder.
• Support meetings by taking notes and capturing next steps.
• Draft and send communications on behalf of the founder.

Skills

Communication

Problem-Solving

Project Management

Tech Savvy

Resourcefulness

Tools

Google Workspace

Notion

ClickUp

Job description

Position: Executive Assistant (Project & Operations Support Focus)
Location: Remote (must have significant overlap with EST working hours)
Type: Full-Time
Industry: Service-Based Business (Confidential)
About the Role

We are looking for a proactive, detail-oriented Executive Assistant to directly support the founder and occasionally assist other team members. This is not your traditional EA role focused on calendars and travel-this position is more operational in nature, acting as a right hand and project partner to help move initiatives forward, distill information, and execute key tasks with a bias for action.

If you're a calm, confident communicator who thrives in a fast-paced, dynamic environment-and you're the kind of person who naturally takes initiative to figure things out and make things better-we'd love to hear from you.
What You'll Do

• Project Coordination & Support
  Work closely with the founder to track action items, drive follow-ups, and help manage small projects from start to finish.
• Meeting Support
  Join meetings, take detailed notes, capture next steps, and ensure follow-ups are executed. You'll be responsible for distilling complex conversations into clear, simple takeaways and actions.
• Communication & Outreach
  Draft and send professional communications on behalf of the founder. This includes follow-ups, status check-ins, and customer or vendor outreach via email or phone.
• Inbox & Information Triage
  Help manage email correspondence, flag priority items, and handle inquiries where appropriate.
• Light Operational & Financial Tasks
  Assist with building basic trackers, budgets, and operational checklists. A high-level understanding of business and finance is important to keep pace with internal conversations.
• Process Optimization & AI Tools
  Help streamline systems and processes, leveraging AI tools or lightweight automations to improve team efficiency and personal organization.

Who You Are

• An Excellent Communicator
  Clear, calm, and confident in both written and verbal communication. You're a great listener, emotionally intelligent, and able to navigate conversations with professionalism and empathy.
• Action-Oriented & Resourceful
  You don't wait to be told what to do-you figure things out. Comfortable calling vendors, emailing stakeholders, jumping on support calls, or researching solutions independently.
• Process-Driven & Tech-Savvy
  You love organizing chaos into systems and enjoy experimenting with productivity tools, automation, and AI to make operations run smoother.
• Business-Literate
  While not a finance expert, you're comfortable understanding budgets, metrics, and business terminology, and can participate in high-level business conversations with confidence.
• Service-Oriented with Backbone
  You bring a collaborative "here to help" energy-but you also know how to push things forward, get what's needed, and advocate for the team in a professional and friendly manner.
• Reliable & Discreet
  You handle sensitive information with care and can be trusted to follow through, follow up, and represent the founder's voice with integrity.

Requirements

• Minimum 3 years in an Executive Assistant, Operations Coordinator, or similar role
• Excellent English communication skills
• Strong familiarity with Google Workspace, project management tools (e.g. Notion, ClickUp, or similar), and modern productivity tools
• Experience supporting senior leadership or founders preferred
• Available for at least 5-6 hours overlap with EST working hours

Nice to Have

• Experience working in or supporting service-based businesses
• Interest in AI tools like ChatGPT, Notion AI, Zapier, or similar platforms
• Prior experience handling client communications or customer success tasks