Remote Executive Assistant - Operations & Project Management Focus

FreedUp is seeking a highly proactive and detail-oriented Executive Assistant (EA) to support the Founder & CEO of a fast-growing, systems-driven organization. This role is ideal for someone who thrives on structure, accountability, and clarity — and who can act as a true extension of the executive by turning complexity into calm, repeatable execution.

We are a high-performance team built around ownership, responsiveness, and continuous improvement. The Executive Assistant will play a critical role in stabilizing and scaling the CEO’s day-to-day operations, acting as his “functioning memory,” improving written communication quality, and ensuring nothing slips through the cracks.

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: $1000 - $1,600 per month (based on experience)

• 3+ years of experience supporting senior executives as an EA, Operations Coordinator, or similar role.
• Exceptional written communication skills — must be a stronger writer than the executive.
• Highly responsive, proactive, and detail-oriented.
• Comfortable acting as a “memory system” for a fast-moving CEO.
• Strong organizational instincts and follow-through.
• Ability to work with systems and SOPs (Standard Operating Procedures)
• Capability to anticipate needs and provide context-based assistance
• Able to handle confidential and sensitive information responsibly.
• 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

• Triage emails twice daily (morning and afternoon)
• Organize emails into four folders: "Action Needed," "Read Later," "If Interested," and "Follow Up"
• Proofread and edit all outgoing communications to improve clarity and accuracy.
• Draft email responses for Executive's review using the 10-80-10 rule (10% directive, 80% work by EA, 10% review by Executive)
• Handle both client communication and internal staff emails (approximately 60-70% of Executive's email is internal)

Meeting & Calendar Coordination

• Act as a gatekeeper for Executive's calendar
• Implement and protect Executive's ideal weekly calendar template with blocked time for deep work
• Manage scheduling requests from staff and clients
• Ensure Executive's schedule adheres to his template approximately 70-80% of the time
• Account for Execuitive's in-person office time (2-3 days per week in Seattle)

Task Delegation & Tracking:

• Consolidate insurance information
• Organize personal documents and digital records
• Create consent forms for medical appointments
• Manage outstanding personal administrative task
• Consolidate and back up important digital personal files securely
• Maintain organized digital folders for personal records

Sales Pipeline Management

• Manage email sales inquiries (currently 30-35% of inquiries come via email)
• Build out and track the sales pipeline in BuilderTend
• Monitor follow-ups on sales leads to ensure timely responses
• Track leads through the qualification process.

Data & File Management

• Consolidate and back up important digital personal files securely
• Organize personal documents (insurance cards, wills, power of attorney, etc.)
• Maintain organized digital folders for personal records

Systems & Tools

• Communicate daily via Slack with structured updates.
• BuilderTrend (construction software with CRM and sales pipeline features)
• Help expand Notion usage for SOPs, documentation, and a lightweight CRM.
• Programs: Monograph, smartsheet, Buildertrend
• Gemini (recently used for note-taking)
• Fathom (previously used for note-taking)
• Fireflies (meeting recording and transcription

• 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