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FreedUp is seeking a highly proactive and detail-oriented Executive Assistant Associate (EA) to support the Founder & CEO of a fast-growing, systems-driven organization. This role is ideal for someone who thrives on structure, accountability, and clarity — and who can act as a true extension of the executive by turning complexity into calm, repeatable execution.
We are a high-performance team built around ownership, responsiveness, and continuous improvement. The Executive Assistant will play a critical role in stabilizing and scaling the CEO’s day-to-day operations, acting as his “functioning memory,” improving written communication quality, and ensuring nothing slips through the cracks.
This role goes beyond traditional administrative support. You will own core operational processes, manage communication systems, coordinate recruiting pipelines, and help implement tools and SOPs that reduce cognitive load for the CEO and leadership team.
This is a full-time, remote position requiring exceptional written communication, strong follow-through, comfort with sensitive information, and the ability to proactively manage both professional and limited personal tasks.
Location: Fully Remote- Mexico
Job Type: Full-Time
Salary: $1000 - $1,800 per month (based on experience)
Requirements
3+ years of experience supporting senior executives as an EA, Operations Coordinator, or similar role.
Exceptional written communication skills — must be a stronger writer than the executive.
Proven ability to follow and replicate structured formats Strong organizational and execution skills Comfortable acting as a “memory system” for a fast-moving CEO.
Strong organizational instincts and follow-through.
Strong understanding of U.S. business culture and communication style Ability to work with systems and SOPs (Standard Operating Procedures) Capability to anticipate needs and provide context-based assistance Able to handle confidential and sensitive information responsibly.
Tech-comfortable and adaptable to evolving systems and tools.
Thrives in high-accountability, high-clarity environments.
Technical Requirements: Reliable high-speed internet and a modern home office setup.
Key Responsibilities
Email & Communication Management
Triage emails twice daily (morning and afternoon)
Draft, edit, and manage emails in the founder’s voice and tone
Ensure all communication follows clear, repeatable formats and high standards
Coordinate client communication while maintaining professionalism and accuracy
Organize emails into four folders: "Action Needed," "Read Later," "If Interested," and "Follow Up"
Proofread and edit all outgoing communications to improve clarity and accuracy.
Meeting & Calendar Coordination
Act as a gatekeeper for Executive's calendar
Manage complex scheduling across client and internal meetings
Coordinate logistics, including confidential meeting arrangements
Prioritize high-value meetings and optimize calendar flow
Implement and protect Executive's ideal weekly calendar template with blocked time for deep work
Ensure Executive's schedule adheres to his template approximately 70-80% of the time
Account for Execuitive's in-person office time (2-3 days per week in Seattle)
CRM Management & Data Integrity
Maintain a clean, accurate, and fully up-to-date CRM system
Ensure all records include:
Complete contact details
Proper formatting and structure
Correct hyperlinks and notes
Continuously improve CRM organization for usability and efficiency
Task Delegation & Tracking:
Consolidate insurance information
Organize personal documents and digital records
Create consent forms for medical appointments
Lead weekly check-ins to review progress and refine processes
Track task completion and ensure clear communication loops
Proactively identify inefficiencies and propose improvements
Manage outstanding personal administrative task
Consolidate and back up important digital personal files securely
Maintain organized digital folders for personal records
Data & File Management
Consolidate and back up important digital personal files securely
Organize personal documents (insurance cards, wills, power of attorney, etc.)
Maintain organized digital folders for personal records
Document and build standard operating procedures (SOPs) from day one
Turn recurring tasks into scalable, repeatable processes
Continuously refine workflows based on feedback and performance
Systems & Tools
Communicate daily via Slack with structured updates.
BuilderTrend (construction software with CRM and sales pipeline features)
Help expand Notion usage for SOPs, documentation, and a lightweight CRM.
