Remote Executive Assistant - CEO Support

FreedUp; United States; Remote; USD 8,900 - 17,000; Full time

Benefits offered by this job

PTO

HMO after 3 months

Performance bonuses

Learning and development opportunities

Remote work from anywhere

Job summary

FreedUp is seeking a proactive, detail-oriented Executive Assistant to support the Founder and CEO. This full-time, remote role focuses on organization, accountability, and clear execution across complex processes.

Ideal candidates thrive on structure and efficiency, with experience managing both business and personal tasks for a founder. Strong written communication and a capable home office setup are essential.

Qualifications

• 3+ years in EA/ops roles supporting senior leadership.
• Excellent written and verbal communication.
• Tech-savvy with Slack, Notion, Google Workspace.
• Strong organizational and prioritization abilities.
• Discretion with sensitive information.
• Proactive and self-directed; adaptable to evolving needs.
• Experience managing both business and personal duties for a founder is a plus.
• Basic knowledge of bookkeeping, reporting, or data entry.
• Reliable high-speed internet and modern home office setup.

Responsibilities

• Own and optimize the CEO’s calendar and inbox for efficient scheduling and follow-ups.
• Track daily and weekly tasks using Notion; monitor progress and deadlines.
• Document and improve workflows and SOPs in Notion.
• Handle recurring administrative and financial tasks like invoices and reimbursements.
• Plan travel logistics for the CEO and team; maintain annual travel calendar.
• Serve as the central communication link between CEO, team and partners.
• Provide structured updates on priorities and deadlines; support time-blocking systems.
• Utilize Notion, Slack, Google Workspace, and Todoist for work management.

Skills

Executive assistant experience

Communication skills

Organizational skills

Discretion

Proactivity

Self-management

Personal assistant experience

Tools

Slack

Notion

Google Workspace

Todoist

Job description

FreedUp are seeking a proactive and detail-oriented Executive Assistant (EA) to support the Founder and CEO of a fast-growing organization building innovative systems. This role is ideal for someone who thrives on structure, accountability, and operational clarity — a professional who can turn complex processes into seamless execution.

We’re a high-performance team with a culture built around accountability, clarity, and efficiency. We’re looking for a proactive, detail-oriented Executive Assistant (EA) to directly support our CEO — helping streamline both his professional and personal operations so he can stay focused on strategy, growth, and leadership.

This is a full-time, remote position that requires strong written communication, organizational excellence, and accountability.

Location: Fully Remote

Job Type: Full-Time

Salary: $800 - $1,500 per month (based on experience)

• 3+ years of experience as an Executive Assistant, Operations Coordinator, or similar role supporting senior leadership.
• Excellent written and verbal communication skills.
• Tech-savvy and comfortable working in digital ecosystems (Slack, Notion, Google Workspace, etc.).
• Strong organizational and prioritization abilities.
• Proven ability to manage sensitive information with discretion.
• Proactive, self-directed, and thrives in an environment with evolving needs.
• Experience managing both business and personal responsibilities for a founder or executive is a plus.
• Basic knowledge of bookkeeping, reporting, or data entry preferred.
• Technical Requirements: Reliable high-speed internet and a modern home office setup.

Key Responsibilities

• Calendar & Inbox Management: Own and optimize the CEO’s calendar and inbox to ensure efficient scheduling, focus time, and timely communication. Coordinate meetings, manage follow-ups, flag priorities, and respond on behalf of the CEO when appropriate. Maintain alignment between professional and personal calendars.
• Project & Task Management: Track daily and weekly tasks across the CEO’s business and personal operations using Notion or similar tools. Monitor progress, set reminders, and ensure accountability for ongoing initiatives, travel coordination, and family logistics.
• Process Optimization & SOPs: Document, organize, and improve company workflows and Standard Operating Procedures (SOPs) in Notion. Support the creation of internal systems for accountability, task tracking, and delegation across Trotta’s operations and team structure.
• Administrative & Financial Support: Handle recurring administrative finance processes such as client billing setup, monthly invoices, commissions, and reimbursements. Maintain organized digital records, ensuring accuracy and timeliness in monthly cycles.
• Travel & Event Coordination: Plan and manage travel logistics for the CEO and team, including flights, accommodations, and conference registrations. Build and maintain an annual travel calendar for 8–9 industry events, ensuring smooth execution and detailed itineraries.
• Communication & Coordination: Serve as the central communication link between the CEO, internal team, and external partners. Maintain a professional tone and ensure clear, timely updates across all channels (Slack, Gmail, Notion).
• Reporting & Accountability: Provide structured updates and summaries on priorities, progress, and deadlines. Support time-blocking and productivity systems to help the CEO stay focused on strategic work.
• Tools & Communication: Notion, Slack, Google Workspace (Gmail, Calendar, Drive, Docs, Sheets), Todoist or similar task management platforms
• Preferred Communication: Slack (daily), Zoom (weekly check-ins), email summaries

• 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