Executive Operations Assistant (Full-Time/ Shared Support Across Two Executives)

FreedUp; United States; Remote; USD 11,000 - 19,000; Full time

Benefits offered by this job

Remote from anywhere

Performance bonus

PTO

Health insurance (HMO) after 3 months

Learning & development

International experience

Collaborative team

Job summary

FreedUp is seeking a proactive Executive Assistant to support the Founder and CEO of a fast-growing career coaching and community business. This part-time role is ideal for a systems-minded generalist who can manage email, LinkedIn, and community interactions while ensuring clarity and momentum.

The position is fully remote, with 15-20 hours per week across two client engagements, offering growth to full-time as the business scales.

Qualifications

• 2+ years of experience as an Executive Assistant, Community Manager, or similar role.
• Excellent written and verbal communication skills with clients and community members.
• Tech-savvy and comfortable in digital ecosystems.
• Highly intuitive with strong initiative to decide what to handle, delegate, or elevate.
• Proven ability to track time spent on tasks.
• Proactive and self-directed, able to work with minimal oversight.
• Experience in community management or moderation is a plus.
• Interest or basic experience in AI-assisted workflows (Claude, automations) preferred.

Responsibilities

• Sales call prep from multiple sources and structured notes.
• Email and lead follow-up using templates and documented links.
• Inbox and calendar management with zero unresolved items.
• Own and maintain Todoist; deliver weekly efficiency digest.
• Community hub support; direct answers and escalation when needed.
• Oversee Career Compass AI tool for clients a few times per week.
• Light troubleshooting of client issues with no-code tools.
• Regular digest of completed work, open loops, and priorities.
• Document recurring workflows and SOPs for future automation.
• Manage tools and communication platforms (Todoist, Gmail, LinkedIn, Calendly, Claude, Loom, Lovable).
• Preferred communication: Slack/text daily, weekly check-in, end-of-day digest.

Skills

Executive Assistant experience

Community management

Written communication

Verbal communication

Tech-savvy

Initiative

Time tracking

Self-directed work

Tools

Todoist

Gmail

LinkedIn

Claude/AI tools

Loom

Lovable

Calendly

Slack

Job description

FreedUp is seeking a proactive, detail-oriented Executive Assistant (EA) to support the Founder and CEO of a fast-growing career coaching and community-based business that helps job seekers land better roles faster. This role is ideal for someone who thrives on structure, communication, and initiative — a systems-minded generalist who can act as the central hub between the CEO, clients, and the broader community.

We're a lean, high-performance team built around clarity, accountability, and momentum. We're looking for a highly communicative, intuitive EA to directly support our CEO — managing the flow of information across email, LinkedIn, and community channels so he can stay focused on sales, growth, and coaching clients.

This is a part-time position (with strong potential to grow into full-time as the business scales) that requires excellent written communication, systems thinking, and the ability to work independently with minimal oversight.

Set up: Shared EA by two Executives

Location: Fully Remote

Job Type: Full-Time (this role combines two part-time client engagements — approx. 15-20 hrs/week with each client)

Salary: $1000– $1700 per month (based on experience and hours)

• 2+ years of experience as an Executive Assistant, Community Manager, or similar generalist support role.
• Excellent written and verbal communication skills — comfortable communicating directly with clients and community members.
• Tech-savvy and comfortable working in digital ecosystems (Todoist, Gmail, LinkedIn, Claude/AI tools, etc.).
• Highly intuitive with strong initiative — able to judge what to handle, what to delegate, and what to elevate.
• Proven ability to track and report on time spent across tasks (task/time tracking discipline).
• Proactive and comfortable being both reactive and self-directed, depending on the moment.
• Experience with community management or moderation is a plus.
• Interest or basic experience in building simple AI‑assisted workflows (Claude, automations) preferred.
• Technical Requirements: Reliable high-speed internet and a modern home office setup.

Key Responsibilities

• Sales Call Prep: Gather information from multiple sources and prepare structured notes ahead of each sales call.
• Email & Lead Follow-Up: Send pre-call emails to leads, manage follow-ups using the correct templates and recording links, and ensure routing forms and Calendly links are functioning correctly.
• Inbox & Calendar Management: Keep the CEO's inbox at zero unresolved items and manage scheduling — flagging anything that's been sitting untouched.
• Project & Task Management: Own and maintain the CEO's project management tool (Todoist), track task completion, and deliver a weekly efficiency digest summarizing what got done.
• Community Hub & Support: Serve as the first point of contact inside the community — answering common questions directly, pointing members to existing resources, and escalating anything that needs the CEO's attention.
• Career Compass Tool Oversight: Run and monitor the CEO's AI-powered "Career Compass" research tool for clients (light-touch, a few times per week), freeing the CEO from needing to babysit it.
• Light Technical Troubleshooting: Field simple client-reported product issues (e.g., reviewing a Loom video), work with AI tools to identify a fix, and implement small changes in no-code tools (e.g., Lovable) where appropriate.
• Reporting & Accountability: Provide a regular digest of completed work, open loops, and priorities so the CEO always knows what's being handled without having to ask.
• Process Documentation: Help document recurring workflows and SOPs as they're identified, laying the groundwork for future AI-assisted automation.
• Tools & Communication: Todoist, Gmail, LinkedIn, Calendly, Claude, Loom, Lovable (no-code)
• Preferred Communication: Slack/text (daily), weekly check-in call, end-of-day digest

• 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