Remote Executive Assistant & Operations Support Pro

FreedUp; United States; À distance; USD 11 000 - 19 000; Plein temps

Avantages offerts par ce poste

PTO

Performance bonuses

HMO after 3 months

Résumé du poste

FreedUp is seeking an organized Executive Assistant to support the founder. The role blends executive support, sales assistance, customer service, and light operations coordination for a growing corporate gifting business.

You will manage the founder's calendar and inbox, coordinate gifting orders, oversee vendor relations, and generate reports to track key metrics. This is a fully remote, full-time position requiring strong written English and independent work

Qualifications

• 3+ years of experience in an Executive Assistant, Office Manager, or Operations Support role.
• Proven experience managing email/calendar systems and scheduling for an executive or founder.
• Experience with CRM tools (HubSpot, Zoho, Salesforce, Monday.com, or similar) — or strong aptitude to learn Odoo.
• Comfort managing multiple workstreams (admin, sales support, logistics) without close supervision.
• Strong written and verbal English communication skills.
• Detail-oriented, with a demonstrated process for catching errors before they become problems.
• A reliable, dedicated home workspace with backup internet and equipment.
• Availability to work full-time during US business hours (Central Time overlap preferred).
• Based in LATAM

Responsabilités

• CRM & Order Management (Odoo)
• Help set up and configure Odoo as the company's CRM
• Migrate order tracking off Apple Notes and into Odoo; track all orders and customer connections going forward
• Own the email back-and-forth involved in taking and confirming orders, including custom artwork/branding details
• Coordinate with internal staff on production hand-off, including custom leather stamp orders for branded items
• Sales Support & Scheduling
• Build and maintain a personal CRM system to track leads and relationships
• Support Exec's sales process: prospecting, following up with potential clients, and scheduling
• Build and maintain a CRM-based system for tracking leads and customer relationships
• Manage Exec's relationship-gifting practice — e.g., sending care packages/gifts to people who engage with or shout him out on LinkedIn
• Coordinate corporate gifting orders (custom logos, bulk quantities) from intake through fulfillment
• Corporate Gifting Coordination
• Coordinate custom, bulk corporate gifting orders from intake through fulfillment
• Track order specifications (logos, quantities, deadlines) and liaise with production
• Inventory & Production Tracking
• Monitor inventory levels and flag reorder needs
• Track production status and timelines in coordination with the production manager
• Social Media & Marketing Support
• Assist with content scheduling and basic social media management
• Support marketing initiatives tied to corporate gifting and brand visibility
• Email & Calendar Management
• Maintain Inbox Zero across email and calls/texts
• Optimize and manage the founder's calendar, including meeting prep and follow-up notes
• Send birthday/occasion reminders and manage relationship touchpoints
• Maintain Inbox Zero across email and calls/texts
• Get Exec set up on Notion and extract action items out of email into a trackable to-do system (he currently tracks nothing centrally)
• Run a daily workday shutdown routine and a weekly planning process with Joe
• Optimize and manage Exec's calendar, including meeting prep, confirmations, and follow-up notes
• Vendor & Supplier Management
• Manage communications and coordination with vendors and suppliers
• Track orders, deliveries, and vendor relationships
• Reporting
• Compile a recurring company scorecard/metrics summary for the founder

Connaissances

Executive support

Calendar management

Email management

Communication

Attention to detail

Independent work

Time management

Home office setup

English proficiency

Outils

HubSpot

Zoho

Salesforce

Monday.com

Odoo

Description du poste

FreedUp is seeking an organized Executive Assistant to support the founder. The role blends executive support, sales assistance, customer service, and light operations coordination for a growing corporate gifting business.

You will manage the founder's calendar and inbox, coordinate gifting orders, oversee vendor relations, and generate reports to track key metrics. This is a fully remote, full-time position requiring strong written English and independent work