Remote Executive Operations Assistant (LATAM)

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

Benefits offered by this job

PTO

HMO after 3 months

Performance bonuses

Remote work from anywhere

Learning & development

Job summary

FreedUp is seeking an organized, systems-oriented Executive Assistant to support the CEO in a remote, fast-growing company. You will lead inbox management, meeting-note synthesis, calendar organization, and task tracking, with onboarding and SOPs designed to scale as trust and systems mature.

You will work with the CEO and an EA Manager through a four-week onboarding program, earning progress updates and SOP-certified training before taking on ongoing workflows.

Qualifications

• 3+ years as an Executive Assistant, Operations Assistant, or Client-Facing Project Manager.
• Excellent written communication skills with a clear, structured, professional tone.
• Strong note-taking ability to synthesize decisions and action items.
• High attention to detail in documentation, scheduling, and task tracking.
• Ability to maintain confidentiality and discretion in sensitive conversations.
• Strong organizational and prioritization skills.
• Comfort enforcing structure and calendar/inbox rules.
• Ability to work independently while receiving weekly feedback.
• Familiarity with structured digital systems: Gmail, Slack, Notion, Loom, Toggl, ClickUp.

Responsibilities

• Attend weekly partner meetings as listener and note-taker; capture decisions and action items.
• Create clear, high-level summaries for Slack or ClickUp; maintain confidentiality.
• Manage executive's Gmail inbox with a four-folder triage system and daily sweeps.
• Protect calendar blocks and coordinate meetings via Slack; ensure quality meeting descriptors.
• Create and manage tasks in ClickUp; maintain onboarding checklists and templates.
• Record repetitive processes with Loom to build SOPs; maintain Notion docs (Assistant OS).
• Support compliance-related admin tasks and document processes as future expansion.

Skills

Written communication

Note-taking

Organization

Discretion

Independent work

Structured processes

Attention to detail

Tools

Gmail

Slack

Notion

Loom

Toggl

ClickUp

Job description

We are seeking a highly organized, systems-oriented Executive Assistant (EA) to support CEO in a fast-growing, process-driven environment. This role is designed for someone who thrives in structured onboarding, values clarity and communication standards, and enjoys building efficient workflows that reduce executive overwhelm.

In the first month, you will take ownership of 3–5 high-impact processes — including inbox management, meeting note synthesis, calendar organization, and task tracking — with responsibilities expanding over time as trust, rhythm, and systems maturity are established.

You will work closely with the CEO and an EA Manager through a structured four-week onboarding program. Training includes documented SOPs, Loom-recorded walkthroughs, ClickUp and Notion certification, and weekly progress updates. The goal is to ensure you are confident and fully prepared before taking on full responsibility for ongoing workflows.

Location

This is a fully remote position.

Job Type

Full-Time

Salary

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

• 3+ years as an Executive Assistant, Operations Assistant, or Client-Facing Project Manager
• Excellent written communication skills (clear, structured, professional tone)
• Strong note-taking ability with skill in synthesizing decisions and action items
• High attention to detail in documentation, scheduling, and task tracking
• Ability to maintain confidentiality and discretion in sensitive conversations
• Strong organizational and prioritization skills
• Comfort enforcing structure (calendar standards, inbox rules, task workflows)
• Ability to work independently while receiving weekly feedback
• Comfortable working in structured digital systems, including: G-mail, Slack, Notion, Loom, Toggl, ClickUp,
• Technical Requirements: Reliable high-speed internet, modern laptop with multi-core processor, noise-canceling headset

Key Responsibilities

Partner Communication & Meeting Support

• Attend weekly partner meetings as a listener and note-taker
• Capture decisions, action items, and key themes
• Create clear, high-level summaries for Slack or ClickUp
• Maintain confidentiality and discretion at all times
• Use recordings (when provided) to ensure accuracy and build documentation

Email Management & Inbox Organization

• Clean and manage Executive’s professional Gmail inbox
• Implement and maintain a four-folder triage system:
  • Action Needed
  • Follow-Up
  • Read Later
  • If Interested
• Conduct daily email sweeps:
  • Morning (by 9:30 AM)
  • End-of-day (4:15–4:30 PM)
• Maintain clear separation between professional and personal email

Calendar Management & Time Tracking

• Manage Executive’s Google Calendar
• Protect pre-scheduled time blocks
• Schedule meetings primarily through Slack coordination
• Ensure meetings follow quality standards:
  • Meaningful titles
  • Clear agendas
  • 15-minute increments
  • Structured descriptions
• Code time accurately for project tracking
• Improve calendar discipline across workflows

Task & Project Management (ClickUp)

• Manage tasks, onboarding checklists, and delegated projects in ClickUp
• Duplicate and maintain templates
• Create tasks from Gmail via integration
• Maintain public task lists to avoid silos
• Track progress and status updates
• Support onboarding documentation processes

Documentation & Systems Development

• Record repetitive processes using Loom to build SOPs
• Maintain documentation and workflows within Notion (“Assistant OS”)
• Track daily reports and task visibility
• Improve workflow clarity and reduce executive cognitive load
• Support gradual integration of systems into ClickUp

Compliance & Administrative Support (Future Expansion)

• Assistance with annual/biennial small business recertification
• Navigating government systems and uploading documentation
• Supporting financial documentation processes
• Reducing friction in compliance-heavy administrative tasks

• 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