Executive Assistant, Operations – AI Automation

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🕒 December 19, 2025

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FreedUp

WebsiteLinkedInAll Job Openings

11 - 50 employees

🤝 B2B

🏢 Enterprise

⚡ Productivity

B2B • Enterprise • 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

• 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

🎯 Requirements

• 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).

🏖️ Benefits

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