Executive Assistant - Sales Operations & Personal Support

FreedUp · Anguilla, Antigua and Barbuda, Argentina, Aruba, Bahamas, Barbados, Belize, Bermuda, Bolivia, Bonaire, Sint Eustatius and Saba, Brazil, Cayman Islands, Chile, Colombia, Costa Rica, Cuba, Dominica, Dominican Republic, Ecuador, El Salvador, Falkland Islands (Malvinas), Grenada, Guatemala, Guyana, Haiti, Honduras, Jamaica, Mexico, Montserrat, Nicaragua, Panama, Paraguay, Peru, Puerto Rico, Saint Kitts and Nevis, Saint Lucia, Saint Vincent and the Grenadines, South Georgia and the South Sandwich Islands, Suriname, Trinidad and Tobago, Turks and Caicos Islands, Uruguay, Venezuela, Virgin Islands, British, Virgin Islands, U.S. · $1k – $2k · posted today ago

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Listing supplied by Himalayas. 101 Careers did not originate this post and applications are handled by the employer.

About this role

About FreedUp

FreedUp places talented Executive Assistants with founders and executives at growing US companies. We free leaders up by saving them time and effort so they can focus on the work only they can do. For our EAs, we aim to be one of the best US companies for LATAM and Filipino talent, with a supportive environment and real room to grow.

About the role

We're looking for a sharp, proactive Executive Assistant to be the "second brain" for a fast-moving US entrepreneur. He runs a growing private aircraft sales business, where many leads come in through his social media content, and he co-owns a pool services company.

You'll own his CRM, keep his sales team on track, stay on top of his calendar, files and travel, and help with the personal details that make life run smoothly. You won't just follow instructions: he wants someone who audits how things are done, spots gaps without being told, and suggests what to hand off next. This is a behind-the-scenes role. He handles all client calls and onboarding himself.

Compensation: 1,000 to 1,700 USD (Depends on Experience)

Location: Remote, LATAM

Job Type: Full-time

What you'll do

1. Own the Notion CRM (ramps up gradually)

Keep the aviation sales pipeline watertight: deal stages, last-contact dates and next steps always current.
Add new and missing deals, including aircraft that go under contract, and flag stale records (for example, "last contact was months ago").
After each recorded sales Zoom call, use the transcript and Claude to create the CRM entry with the contact's details, write next steps and delegate follow-ups to the right sales rep.
Take over the CRM step by step as you learn the nuances of the business.

2. Coordinate the sales team

Follow up with the two sales reps so they stay on top of their leads and keep their deals updated in the CRM, without adding extra admin work to their plate.
Make sure every deal has clear next steps and that aircraft listings get the visibility they need.
Send him consolidated status overviews so he can see the whole pipeline at a glance.

3. Manage Dropbox filing (from day one)

Move aircraft photos, videos, spec sheets, sales brochures, maintenance status reports, contracts, LOIs, APAs and deposit confirmations from email into the right Dropbox folders as soon as they arrive.
Follow a clear SOP and keep everything consistent as the team grows. Much of this material is sensitive or client-facing, so accuracy matters.

4. Manage his calendar and reminders

Manage his Outlook calendar and his availability for calls booked through Calendly.
Handle reschedule requests and send short scheduling emails to clients when needed.
Send a proactive end-of-day "here's tomorrow" text with his meetings, addresses, links, documents or waivers to sign, and anything he needs to bring, plus a suggested time for his daily workout around a busy schedule.

5. Book travel

Plan two to three mostly domestic trips a month, comparing options on Kayak and booking through airline apps.
Follow his saved preferences: direct flights, no very early departures and exit row seats, with his traveler details on file.
Handle booking, check-in and confirmations so everything is ready on his phone.

6. Handle personal and admin tasks

Take care of waivers, vehicle registrations and other paperwork for his trucks and businesses.
Remember birthdays and anniversaries, and arrange flowers and gifts for his wife and kids within a set budget.
Process payroll for his pool company (about six people).
Possibly monitor GoHighLevel for new pool leads during your working hours and send quick text replies.

Please note: this role does not include client calls or onboarding. He handles all client conversations himself. Beyond these tasks, he wants you to audit his systems, spot the low-hanging fruit and tell him what else you can take off his plate.

Our hiring process

Apply online
Record a short Loom video introducing yourself/ Prescreen call with a recruiter
Final Interview with our Recruiting Lead
Complete a work evaluation
Final interview with the client

Requirements

Must-haves

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.

Nice-to-haves

A good sense of humor and a likable personality.
Experience with Notion as a CRM.
Comfort using AI tools, especially Claude.
Sales operations or high-ticket sales support experience.
Experience with GoHighLevel.

Tools & Communication: Notion, Claude, Outlook, Dropbox, Zoom, Calendly, DocuSign, GoHighLevel, and Kayak and airline apps. Communication is mainly by text, with phone calls when needed (no Slack).