Remote Executive Assistant - Operations & Project Focus (LATAM)

FreedUp; United States; Remote; USD 8,900 - 18,000; Full time

Benefits offered by this job

International experience

Remote work from anywhere

Supportive team environment

Learning opportunities

Performance bonuses

Paid time off

Health insurance after 3 months

Job summary

FreeUp is seeking a high-performing Executive Assistant to support the CEO in building structure, reducing distractions, and optimizing daily operations. This role creates clarity and efficiency in a fast-paced executive environment by implementing strong systems for email, scheduling, and task management.

The Executive Assistant will transform a high-volume inbox and meeting-heavy calendar into a streamlined, priority-driven workflow, requiring strong judgment and proactive communication.

Qualifications

• 3+ years of experience supporting senior executives as an EA or similar role.
• Exceptional email management and prioritization skills.
• Strong systems thinker with experience building organized workflows.
• Proficient in digital tools (Notion strongly preferred).
• Highly proactive and detail-oriented.
• Strong written communication skills.

Responsibilities

• Implement structured email triage system to prioritize messages.
• Sort and prioritize incoming messages daily and extract tasks.
• Draft routine responses and own standard communications.
• Prepare a prioritized daily action summary for sync meetings.
• Block time for priority tasks and deep work sessions.
• Coordinate scheduling via email and Calendly.
• Document, organize, and improve workflows in Notion.
• Assist with invoicing and other administrative tasks as needed.
• Maintain Notion workspace and provide task tracking.
• Prepare agendas for daily/weekly sync meetings.

Skills

Executive support

Email management

Calendar management

Process improvement

Proactive communication

Tools

Notion

Slack

Calendly

MS Teams

Mosaic

Job description

FreeUp is seeking a high-performing Executive Assistant to support the CEO in building structure, reducing distractions, and optimizing daily operations. This role is designed to create clarity and efficiency in a fast-paced executive environment by implementing strong systems for email, scheduling, and task management.

The Executive Assistant will play a critical role in transforming a high-volume inbox and meeting-heavy calendar into a streamlined, priority-driven workflow. Success in this role requires strong judgment, proactive communication, and the ability to create order from complexity.

This role goes beyond traditional administrative support. You will own core operational processes, manage communication systems, coordinate recruiting pipelines, and help implement tools and SOPs that reduce cognitive load for the CEO and leadership team.

This is a full-time, remote position requiring exceptional written communication, strong follow-through, comfort with sensitive information, and the ability to proactively manage both professional and limited personal tasks.

Location: Fully Remote

Job Type: Full-Time

Salary: $800 - $1,600 per month (based on experience)

• 3+ years of experience supporting senior executives as an EA, Operations Coordinator, or similar role.
• Exceptional email management and prioritization skills
• Strong systems thinker with experience building organized workflows
• Proficient in digital tools (Notion strongly preferred)
• Highly proactive and detail-oriented
• Strong written communication skills
• Comfortable making judgment calls on prioritization
• Tech-comfortable and adaptable to evolving systems and tools.
• Thrives in high-accountability, high-clarity environments.
• Technical Requirements: Reliable high-speed internet and a modern home office setup.

Key Responsibilities

Email & Communication Management

• Implementing and managing a structured email triage system (initially 8 categories, refined over time)
• Sorting and prioritizing incoming messages daily
• Identifying revenue-generating and high-impact emails for Executive's direct attention
• Delegating actionable items to appropriate team members
• Extracting tasks from emails and moving them into a task management system (Notion)
• Drafting routine responses and gradually taking ownership of standard communications
• Preparing a prioritized daily action summary during sync meetings
• Maintaining inbox organization to reduce actionable emails to a minimal, high-impact lis

Meeting & Calendar Coordination

• roactively blocking time for priority tasks and deep work sessions (e.g., 3-hour client review blocks)
• Managing incoming meeting requests and calendar invites
• Coordinating scheduling via email and Calendly links
• Maintaining accurate availability and protecting focused work periods
• Adjusting calendar structure as preferences evolve (e.g., prioritizing mornings for deep work)
• Ensuring flexibility while maintaining structure

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 the companie's operations and team structure.
• Assist with invoicing (occurs approximately twice per month)
• Support with other tactical administrative tasks as needed
• Ensuring delegated tasks are followed up on and completed
• Reducing cognitive load by maintaining a clear, visible task pipeline

Task Delegation & Tracking

• Implementing and maintaining a shared Notion workspace
• Capturing tasks from emails, meetings, and discussions
• Assigning deadlines and tracking progress
• Supporting transparency and real-time updates
• Preparing agendas for daily/weekly sync meetings
• Ensuring delegated tasks are followed up on and completed
• Reducing cognitive load by maintaining a clear, visible task pipeline

Operational & Personal Support

• Developing and maintaining recurring operational checklists
• Tracking compliance deadlines (e.g., bi-annual certifications, audits)
• Managing recurring administrative tasks (e.g., invoicing support)
• Providing proactive reminders
• Improving operational consistency and service quality
• Preventing last-minute rushes and reducing operational risk

Systems & Tools

• Communicate daily via Slack with structured updates.
• Track tasks and delegation in Notion
• Help expand Notion usage for SOPs, documentation, and a lightweight CRM.
• Calendly, MS TEAMS, Mosaic

• 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