Remote Executive Assistant - Operations & CEO Support

FreedUp · Mexico · $1k – $2k · posted today ago

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About this role

FreedUp is seeking a proactive, detail-oriented Executive Assistant (EA) to support the Founder and CEO of a growing, London-based company. The founder recently bought the business back from its parent company and, in the process, deliberately gave up his own right-hand support to feel where the operational gaps were — this role is what comes next.

This is the CEO's right hand: owning his calendar and inbox, building a reliable system for tracking commitments and deadlines across the entire leadership team, and taking recurring administrative work off the business entirely. This isn't a "book travel and schedule meetings" role — it's about removing the CEO as a bottleneck in decision-making so he and his leadership team can stay focused on strategy and execution.

This is a full-time, remote position that requires strong written communication, organizational excellence, and accountability.

Location: Fully Remote

Job Type: Full-Time

Salary: $1,000 - $1,800 per month (based on experience)

Requirements

3+ years of experience as an Executive Assistant, Operations Manager, or similar role supporting senior leadership — a deep operations background is 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 (Google Workspace, Slack, Notion, or similar).
Strong organizational and prioritization abilities, with a personal productivity system that's more reliable than most people's — you need to be able to close your own loops before you can be trusted to close someone else's.
Proven ability to manage highly sensitive and confidential information with discretion.
Proactive and self-directed — comfortable making judgment calls and following through without checking in on every detail.
Comfortable moving fluidly between high-level coordination (chasing decisions, prepping for meetings, liaising with partners) and hands-on admin (chasing an invoice, fixing a spreadsheet, confirming a payment landed).
Basic knowledge of bookkeeping, invoicing, or commission/reconciliation processes preferred.
Technical Requirements: Reliable high-speed internet and a proper, quiet home office setup.

Key Responsibilities

Calendar & Inbox Management: Take full ownership of the CEO's calendar and inbox — scheduling, protecting focus/deep-work time, flagging priorities, and drafting or sending responses on his behalf where appropriate.
Commitment & Deadline Tracking: Design and run a company-wide system for tracking commitments, follow-ups, and deadlines — not just for the CEO but across the leadership team — so nothing falls through the cracks.
Meeting Preparation: Prepare the CEO for internal and external meetings, ensuring he arrives with everything he needs and leaves with no loose ends.
Recurring Admin & Finance Support: Own recurring administrative work currently sitting with the leadership team, including:

Tracking commission payments — confirming client payment has landed, running the calculation, and passing it to payroll each month.
Following up on accounting reconciliation issues, chasing down missing invoices or receipts.
Generating, sending, and chasing invoices.

Time Protection & Batching: Proactively batch items that need the CEO's direct input (approvals, signatures, contract sign-off) into short, focused working sessions, rather than letting them interrupt his day piecemeal.
Communication & Coordination: Act as the central point of contact between the CEO, the leadership team, and external partners, keeping communication clear, professional, and timely.
Reporting & Accountability: Provide structured updates on open items, priorities, and deadlines, and help the CEO run a genuine "no open loops" system — if it's on his plate, you know about it and are actively driving it to closure.
Tools & Communication: Google Workspace (Gmail, Calendar, Drive, Docs, Sheets), Slack, Notion or a similar task management platform Preferred Communication: Slack (daily), video check-ins (weekly), email summaries