Executive Assistant – Operations, Project Focus

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🕒 February 9

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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

• 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.

🎯 Requirements

• 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.

🏖️ 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