Executive Assistant – Business Operations, BD Support

Job not on LinkedIn

🔥 1 minute ago

🌐 Mexico, Brazil, +1 more countries – Remote

🇲🇽 Mexico – Remote 🇧🇷 Brazil – Remote 🇨🇴 Colombia – Remote

💵 $1k - $1.8k / month

⏰ Full Time

🟡 Mid-level

🟠 Senior

⚙️ Business Operations

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FreedUp

WebsiteLinkedInAll Job Openings

11 - 50 employees

💼 Consulting

📦 Logistics

⚡ Productivity

Consulting • Logistics • Productivity

FreedUp is a company that offers an Executive Assistant Operating System, providing clients with trained executive assistants who manage administrative tasks. They offer a comprehensive onboarding process that includes customized systems, tailored training, and ongoing support to ensure clients' administrative needs are met efficiently. FreedUp specializes in creating personal operating systems for individuals and businesses, utilizing top global talent and minimizing operational friction.

📋 Description

• Maintain Inbox Zero across email and calls/texts. • Own and optimize the Founder's calendar, protecting focus time, coordinating meeting scheduling, and confirming, preparing, and taking notes for meetings. • Maintain and update the CRM and BD pipeline, support prospecting of potential clients, and track business development activity end to end. • Coordinate the preparation of proposals and bids (including government bids covering technical and policy topics), managing timelines, formatting, and inputs from relevant contributors. • Plan and manage business travel logistics, including flights, accommodations, and detailed itineraries. • Handle recurring expense reporting and reconciliation processes, keeping records accurate and organized. • Research relevant industry conferences and coordinate attendance logistics. • Serve as a communication link between the Founder and the internal team, keeping updates clear and timely across channels. • Manage doctor appointment scheduling and other personal logistics as needed. • Compile a company scorecard and provide structured updates on priorities, progress, and deadlines. • Support publishing of social media content as needed. • Support event planning and coordination as this responsibility area develops.

🎯 Requirements

• 3+ years of experience as an Executive Assistant, Operations Coordinator, or similar role supporting senior leadership, ideally in a technical or startup environment. • Excellent written and verbal communication skills. • Tech-savvy and comfortable working in digital ecosystems (Slack, Gmail, Google Workspace, CRM/project management tools). • Strong organizational and prioritization abilities — able to work independently in an async, distributed team. • Proven ability to manage sensitive information with discretion. • Proactive, self-directed, and thrives in an environment with evolving needs; comfortable operating with minimal oversight. • Experience supporting business development, CRM upkeep, or sales pipeline coordination is a plus. • Experience coordinating (not necessarily authoring) proposals or bid documents is a plus. • Basic knowledge of expense reporting, reconciliation, or bookkeeping preferred. • Technical Requirements: Reliable high-speed internet and a modern home office setup.

🏖️ Benefits

• 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