Executive Assistant – Operations, CEO Support

Job not on LinkedIn

🕒 September 9

🌐 Mexico, Brazil, +1 more countries – Remote

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

💵 $1k - $1.8k / month

⏰ Full Time

🟡 Mid-level

🟠 Senior

👨‍💼 Executive Assistant

👻 Ghost score 20%

What it means: how likely this posting is sitting open without active hiring.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 the CEO's calendar and inbox, including scheduling, focus-time protection, priority flagging, and drafting or sending responses • Design and run a company-wide system for tracking commitments, follow-ups, and deadlines across the leadership team • Prepare the CEO for internal and external meetings and ensure follow-up items are closed • Own recurring administrative work currently handled by the leadership team • Track commission payments, confirm client payments, calculate commissions, and pass them to payroll monthly • Follow up on accounting reconciliation issues and missing invoices or receipts • Generate, send, and chase invoices • Batch approvals, signatures, and contract sign-offs into focused CEO working sessions • Act as the central contact between the CEO, leadership team, and external partners • Provide structured updates on open items, priorities, and deadlines • Maintain a "no open loops" accountability system for the CEO • Use Google Workspace, Slack, and Notion or a similar task management platform • Communicate through daily Slack, weekly video check-ins, and email summaries

🎯 Requirements

• 3+ years of experience as an Executive Assistant, Operations Manager, or similar role supporting senior leadership • Deep operations background strongly preferred over a purely administrative one • Excellent written and verbal communication skills • Advanced/fluent English (C1-C2) • Tech-savvy and comfortable working across digital ecosystems such as Google Workspace, Slack, and Notion • Strong organizational and prioritization abilities • Personal productivity system capable of reliably closing commitments and tasks • Proven ability to manage highly sensitive and confidential information with discretion • Proactive and self-directed, with sound judgment and follow-through • Comfortable with high-level coordination and hands-on administrative work • Basic knowledge of bookkeeping, invoicing, or commission/reconciliation processes preferred • Reliable high-speed internet • Proper, quiet 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