Executive Assistant – Sales Operations, Personal Support

Job not on LinkedIn

🔥 4 minutes ago

🇵🇭 Philippines – 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

• Maintain the Notion CRM by adding leads and deals, updating stages and last-contact dates, and ensuring clear next steps. • Convert sales Zoom call transcripts into CRM records, next steps and assigned follow-ups using AI tools such as Claude. • Coordinate two sales representatives, ensure leads are worked, CRM records are updated and next steps are in place. • Keep aircraft listings visible and book team travel when needed. • Identify stale deals and missed follow-ups and escalate them. • Manage availability across Outlook and Calendly, handle rescheduling and send scheduling emails. • Send end-of-day text previews covering the next day’s meetings, logistics, documents and workout time. • Monitor the inbox, AI-generated email summaries, and Instagram and TikTok DMs for new leads. • Organize aircraft photos, videos, specifications, brochures, maintenance reports, contracts, LOIs, purchase agreements and deposit confirmations in Dropbox. • Prepare and track documents in DocuSign. • Process payroll for a team of approximately six people. • Respond to new pool-company leads through GoHighLevel. • Assist with vehicle registrations and administrative paperwork. • Book domestic travel two to three times per month and handle check-in. • Track anniversaries, birthdays and special dates and arrange flowers and gifts. • Handle personal tasks and support the entrepreneur as a proactive second brain.

🎯 Requirements

• At least 3 years of experience as an Executive Assistant, Sales Coordinator or in a similar support role. • Experience keeping a CRM or pipeline organized and up to date. • Exceptional attention to detail and strong follow-through. • Highly proactive: anticipate needs, suggest improvements and take ownership without being told. • Native-level or fully fluent English (C2), including idioms and casual conversation. • Organized, disciplined and professional, with a calm, drama-free approach. • Comfortable texting and calling throughout the day. • Comfortable with 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, especially as a CRM, preferred. • Experience using AI tools such as Claude or ChatGPT in daily work preferred. • Experience supporting a sales team, ideally in a high-end or luxury market, preferred. • Payroll processing experience preferred. • Familiarity with Outlook, Calendly, Zoom, Dropbox, DocuSign and GoHighLevel preferred.

🏖️ 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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