Remote Executive Assistant - Operations & Hiring

FreedUp; United States; Remote; USD 11,000 - 18,000; Full time

Job summary

FreedUp is seeking a Remote Executive Assistant – Operations, Data & Project Support to partner with the operations leader. You will develop systems, track projects, and manage data to enable executives to focus on high-value work.

This role emphasizes process documentation, SOP creation, and cross-functional coordination. Ideal candidates bring 3–4+ years in EA/Operations roles, strong data/reporting skills, and familiarity with Notion and Google Workspace.

Qualifications

• 3–4+ years as an Executive Assistant, Operations Assistant, or similar role.
• Proven experience with process documentation, system building, or SOP creation.
• Strong skills in data gathering, report preparation, and project tracking.
• Experience with recruitment coordination and sourcing.
• Familiarity with Gmail, Notion, SuperHuman, Discord, Slack, LinkedIn, and calendar systems.
• Experience supporting founders or fast-paced teams is a strong plus.
• Notion or similar knowledge management tools experience (willing to learn).
• Familiarity with Google Workspace, especially Sheets for reporting.

Responsibilities

• Build, organize, and maintain the EA workspace in Notion, including task tracking and SOP documentation.
• Weekly review meetings, meeting agendas and notes.
• Assist in designing and documenting operational processes used across the business.

Skills

Data gathering

Report preparation

Project tracking

Process documentation

System building

SOP creation

Recruitment coordination

Sourcing

Notion

Gmail

Google Workspace

Calendar management

Cross-functional coordination

Confidentiality

Tools

Notion

Gmail

SuperHuman

Discord

Slack

LinkedIn

Calendar systems

Google Sheets

Job description

FreedUp is excited to announce an opening for a Remote Executive Assistant – Operations, Data & Project Support to partner closely with our operations leader. This role is central to creating structure, improving operational efficiency, coordinating special projects, and supporting strategic relationship-building. If you're a highly organized, process-driven individual who excels at building systems, managing data, and enabling business leaders to focus on high-value work — we want to hear from you!

Responsibilities:

As a Remote Executive Assistant, you will play a key role in supporting the Executive during a critical operational scaling phase. You’ll assist with data gathering, report consolidation, project coordination, SOP creation, CRM development, and systems organization inside Notion.

You will support ongoing operational priorities, integrate into the executive's productivity systems, and help build sustainable processes that enable accountability, visibility, and progress tracking across projects.

This role is ideal for someone who thrives in systems-building, operational documentation, and structured project support rather than traditional calendar/email management.

Location: This is a fully remote position.

Job Type: Full-Time

Salary: 1,000-1,600 (based on experience)

• 3–4+ years as an Executive Assistant, Operations Assistant, or similar role
• Proven experience with process documentation, system building, or SOP creation
• Strong skills in data gathering, report preparation, and project tracking
• Experience with recruitment coordination and sourcing
• Familiarity with tools like Gmail, Notion, SuperHuman, Discord, Slack, LinkedIn, and calendar systems
• Experience supporting founders or fast-paced teams is a strong plus
• Experience with Notion or similar knowledge management tools (must be willing to learn quickly)
• Familiarity with Google Workspace, especially Sheets for reporting
• Excellent organizational and prioritization abilities
• Outstanding written and verbal communication skills
• Ability to operate autonomously and proactively
• High comfort in tech-driven environments and learning new platforms
• Experience coordinating cross-functional stakeholders
• Ability to maintain confidentiality and handle sensitive information
• Technical Requirements: Reliable high-speed internet, modern laptop with multi-core processor, noise-canceling headset

Key Responsibilities

Systems & Process Development:

• Build, organize, and maintain the EA workspace in Notion, including: Task tracking, SOP documentation
• Weekly review meetings, Meeting agendas and notes
• Assist in designing and documenting operational processes used across the business

Task Tracking & Operational Oversight

• Monitor daily task completion across direct reports and flag delays or issues proactively
• Build and maintain structured checklists for each team member’s responsibilities
• Create daily/weekly summary reports highlighting completion status and key risks
• Transition informal processes into a centralized task management system (Notion or similar)
• Reduce reliance on manual follow-ups by introducing visibility and accountability systems

Email Management (7 Inboxes)

• Triage ~50 emails/day across multiple accounts using Gmail + Superhuman workflow
• Prioritize urgent vendor, business, and high-impact messages
• Draft and send basic replies, follow-ups, and handle simple requests (e.g., purchases, confirmations)
• Maintain organized inbox structure (labels, folders, reminders) aligned with SOPs
• Ensure Dave only sees what truly requires his attention

Hiring & Recruitment Support (High Priority)

• Source candidates (primarily Philippine-based product developers) via LinkedIn and other platforms
• Manage outreach, follow-ups, and candidate communication
• Coordinate and schedule interviews (primarily evening slots)
• Maintain organized candidate pipelines and status tracking
• Improve hiring efficiency and reduce time-to-hire (~2-week cycles)

Meeting & Calendar Support

• Coordinate and schedule interviews and key meetings
• Assist in preparing meeting materials (reports, decks, key data points)
• Maintain visibility of calendar activities while respecting Executive's preference for control
• Support structured Monday meeting blocks and internal coordination

Process Building & Documentation

• Document SOPs for recurring workflows (email, hiring, task tracking)
• Capture insights from recorded meetings to build operational knowledge
• Continuously refine systems based on feedback
• Develop a “second brain” for the business to improve scalability

You are someone who:

• Thinks in systems, processes, and workflows
• Enjoys the structure of project coordination and documentation
• Is proactive, curious, and eager to create efficiencies
• Thrives in environments where independence and initiative are valued
• Is comfortable working closely with an operational leader who moves quickly

• 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