Executive Assistant – Operations, Project Focus

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🕒 Fevereiro 9

🌐 México, Brasil, +4 outros países – Remoto

🇲🇽 México – Remoto 🇧🇷 Brasil – Remoto 🇨🇴 Colômbia – Remoto 🇨🇷 Costa Rica – Remoto 🇭🇳 Honduras – Remoto 🇬🇹 Guatemala – Remoto

💵 $800 - $1.600 / mês

⏰ Tempo Integral

🟡 Pleno

🟠 Sênior

👨‍💼 Assistente Executivo

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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

• 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 Chris’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 list • Proactively 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 • 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 company'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 • 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 • 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 • Communicating daily via Slack with structured updates. • Tracking tasks and delegation in Notion • Helping expand Notion usage for SOPs, documentation, and a lightweight CRM. • Using Calendly, MS TEAMS, Mosaic.

🎯 Requisitos

• 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.

🏖️ Benefícios

• 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