Executive Assistant – Sales Operations, Personal Support

Job not on LinkedIn

🔥 2 minutes ago

🌐 Mexico, Brazil, +1 more countries – Remote

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

💵 $1k - $1.7k / month

⏰ Full 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.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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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

• Own and gradually take over the Notion CRM for the aviation sales pipeline. • Add and update deals, flag stale records, create CRM entries from recorded Zoom-call transcripts using Claude, and delegate follow-ups. • Coordinate two sales representatives and ensure leads, deals, next steps and aircraft listings remain current. • Send consolidated pipeline status overviews. • File aircraft photos, videos, spec sheets, brochures, maintenance reports, contracts, LOIs, APAs and deposit confirmations in Dropbox. • Manage the executive’s Outlook calendar and Calendly availability, rescheduling and client scheduling emails. • Send proactive end-of-day summaries of the next day’s meetings, logistics, documents and workout timing. • Plan and book two to three mostly domestic trips per month using Kayak and airline apps. • Handle travel preferences, booking, check-in and confirmations. • Manage waivers, vehicle registrations and business paperwork. • Remember birthdays and anniversaries and arrange flowers and gifts within budget. • Process payroll for the pool company. • Potentially monitor GoHighLevel for pool leads and send quick text replies. • Audit systems, identify process gaps and recommend additional tasks to take off the executive’s plate. • This role excludes client calls and onboarding.

🎯 Requirements

• At least 3 years of experience as an Executive Assistant, Sales Coordinator or in a similar support role. • 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. • Comfortable handling both business and personal tasks. • High discretion with client, financial and payroll information. • Available full-time from 9 AM to 5 PM US Central Time. • Reliable high-speed internet and a quiet home office setup. • Experience with Notion as a CRM. • Comfort using AI tools, especially Claude. • Sales operations or high-ticket sales support experience. • Experience with GoHighLevel. • Familiarity with Notion, Claude, Outlook, Dropbox, Zoom, Calendly, DocuSign, GoHighLevel, Kayak and airline apps.

🏖️ 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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