Executive Assistant, Operations – AI Automation

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🕒 Dezembro 19, 2025

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FreedUp

SiteLinkedInTodas as Vagas

11 - 50 funcionários

💼 Consultoria

📦 Logística

⚡ Produtividade

Consulting • Logistics • Productivity

A FreedUp é uma empresa que oferece um Executive Assistant Operating System, fornecendo aos clientes assistentes executivos (EA) treinados que gerenciam tarefas administrativas. A empresa realiza um processo de onboarding completo que inclui sistemas personalizados, treinamentos sob medida e suporte contínuo para garantir que as necessidades administrativas dos clientes sejam atendidas com eficiência. A FreedUp é especializada na criação de sistemas operacionais pessoais para indivíduos e empresas, utilizando talentos globais de ponta e minimizando o atrito operacional.

Descrição

• Handle client emails with impeccable tone and regulatory awareness • Respond to client inquiries (e.g., withdrawal requests) on behalf of the Executive • Manage monthly marketing distributions using Mailchimp and HubSpot • Validate data from fund administrators for accuracy before distribution • Update and maintain clean contact lists in both systems • Work with external designer to create marketing materials • Organize and sanitize Execuitve's multiple calendars (NorCap, personal, confidential) • Schedule meetings and manage Execuitve's availability • Ensure company-wide calendar visibility and coordination • Handle repetitive operational processes (insurance renewals, engagement letters, etc.) • Manage follow-up on incomplete tasks and ideas from Executive • Escalate nuanced or unclear assignments for clarification from Jonathan or Garth • Comfortable working with AI tools and understanding AI prompting • Ability to manage and validate Karen (the AI assistant) outputs • Willingness to learn custom software and new workflows

🎯 Requisitos

• 3+ years of experience as an **Executive Assistant**, Operations Assistant, Administrative Coordinator, or in a similar role supporting senior leadership. • Strong experience in **phone and email management**, calendar coordination (multiple calendars), and CRM data maintenance. • Proficiency in **HubSpot** and **Mailchimp**; experience with ClickUp, Jira, Trello, or similar project management tools is a plus. • High comfort level working with **AI tools** (e.g., ChatGPT, Copilot) and willingness to manage and validate AI-generated outputs. • Excellent written and verbal communication skills with strong attention to tone, accuracy, and regulatory sensitivity. • Ability to handle client communications with discretion, transparency, and compliance awareness (no impersonation of executives). • Strong organizational and time-management skills with the ability to reprioritize quickly in a fast-paced environment. • Proven ability to take initiative, solve problems independently, and drive tasks to completion with minimal supervision. • Experience supporting operational processes, documentation, and SOP execution. • Familiarity with basic reporting, data validation, and quality control. • **Technical Requirements:** Reliable high-speed internet, a modern laptop with a multi-core processor, and a noise-canceling headset. • **Nice to Have: **Experience in financial services, legal, or other regulated industries and Familiarity with automation tools (e.g., N8N, Zapier).

🏖️ Benefícios

• International experience • Opportunity to work remotely from anywhere • Supportive and collaborative team environment • Learning and development opportunities • Potential Performance Bonuses • PTO