Executive Assistant – Operations, Communication Focus

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🕒 December 24, 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

• Manage and organize three inboxes (personal, work, shared investor inbox). • Implement follow-up systems to prevent missed replies and recurring “email bankruptcy.” • Draft routine and logistical emails for CEO review, reducing workload while preserving control. • Proofread and edit all outgoing communications to improve clarity and accuracy. • Prioritize investor, recruiting, and vendor communications. • Coordinate weekly and bi-weekly internal meetings (all-hands, leadership, C-suite). • Prepare and maintain agendas, collect participant notes, and track follow-ups. • Attend meetings as needed to capture action items and enforce accountability. • Help implement calendar rules to protect focus time and avoid unnecessary meetings. • Conduct a daily end-of-day check-in (5:00–5:30 PM) to review upcoming meetings and open loops • 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 Trotta’s operations and team structure. • Manage delegated tasks and ensure timely follow-up using Linear. • Close feedback loops and prevent lost action items. • Support the rollout of structured task and delegation systems across the organization. • Assist with daily reminders, priorities, and workload balancing. • Manage operational tasks such as office lunch orders, events, offsites, and travel coordination. • Assist with personal scheduling, including medical appointments on recurring cycles. • Handle sensitive information in compliance with HIPAA and related agreements. • Support monthly outreach to patients with high NPS scores and assist with review collection workflows. • Research and implement tools for reviews, CRM, and process optimization. • Communicate daily via Slack with structured updates. • Track tasks and delegation in Linear. • Help expand Notion usage for SOPs, documentation, and a lightweight CRM.

🎯 Requirements

• 3+ years of experience supporting senior executives as an EA, Operations Coordinator, or similar role. • Exceptional written communication skills — must be a stronger writer than the executive. • Highly responsive, proactive, and detail-oriented. • Comfortable acting as a “memory system” for a fast-moving CEO. • Strong organizational instincts and follow-through. • Able to handle confidential and sensitive information responsibly. • 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.

🏖️ 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