Executive Assistant – Inbox and Calendar Management

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🔥 2 minutes ago

🌐 Mexico, Brazil, +1 more countries – Remote

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

💵 $600 - $800 / month

⏱ Part Time

🟡 Mid-level

🟠 Senior

👨‍💼 Executive Assistant

👻 Ghost score 20%

What it means: the chance that no one is really hiring for this job.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.Why this score:

• Just posted.
• Jobs at this company usually fill in 43 days.
• 42 open roles for a team of 11.

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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

• Review all incoming email daily, then sort, prioritize and act on it. • Respond directly to routine and administrative emails on the executive's behalf, in his voice. • Draft replies for messages that need his input or approval. • Track open threads and follow up so nothing falls through the cracks. • Decide what’s urgent, what goes straight to him, and what goes to his staff with him cc’d. • Learn key contacts and how each should be handled. • Flag time-sensitive financing deadlines, legal matters and insurance claims. • Set up and manage the executive’s calendar from scratch, including a booking link and scheduling rules. • Schedule calls and meetings with lenders, lawyers, brokers, contractors and internal staff. • Protect the executive’s time so his calendar reflects his priorities. • Hold regular check-ins to review open items, routing decisions and adjustments. • Build and maintain a living playbook of routing rules, key contacts and recurring processes. • Identify recurring time drains and propose practical fixes.

🎯 Requirements

• At least 3 years of experience as an Executive Assistant or in a similar executive support role, including experience working with US-based executives or companies. • A very proactive "second brain" who audits systems and spots gaps without being told. • Highly organized and detail-oriented. • Fast and responsive. He should never be left waiting. • Disciplined and professional. • Excellent written and spoken English. • Confident replying to emails on an executive's behalf, in his voice. • High discretion with financial, legal and tenant information. • Available part-time with consistent overlap during US business hours (exact schedule confirmed during the process). • Reliable high-speed internet and a quiet home office setup. • Nice-to-have: Experience in real estate, property management, multifamily, acquisitions or development. • Nice-to-have: Experience working with lenders, lawyers, insurance claims or accounting teams. • Nice-to-have: Familiarity with property management software (e.g., AppFolio, Yardi, Buildium). • Nice-to-have: Experience setting up inbox rules, labels or automations in Gmail or Outlook. • Nice-to-have: Comfortable using AI tools to triage and draft email faster. • Nice-to-have: Experience writing and maintaining SOPs or playbooks.

🏖️ Benefits

• Compensation in USD • Year-end bonus, plus other applicable bonuses • Health insurance allowance • PTO + Holidays • Training and ongoing support from the FreedUp team

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