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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.
Responsibilities
Triage and manage Jacker's inbox which is overwhelmed with client emails
Review emails flagged by Fixer AI and determine which ones actually need Jacker's response
Filter out false positives from the AI system to prevent inbox clutter
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.
Act as a gatekeeper for Executive's calendar
Manage interview scheduling and coordination
Handle ad hoc meeting requests from team members.
Coordinate complex multi-timezone scheduling across Brazil, India, and US time zones
Enforce calendar boundaries to prevent overboking
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
Build and maintain a personal operating system (using Notion) with SOPs and task tracking
Organize meeting notes and action items from meetings
Track follow-ups and ensure accountability on tasks
Consolidate insurance information
Proactively identify inefficiencies and propose improvements
Manage outstanding personal administrative task
Consolidate and back up important digital personal files securely
Assist with personal life tasks (travel bookings, appointments, etc.)
Help with anything that reduces admin stress and frees up Exec's time
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
Communicate daily via Slack with structured updates.
Help expand Notion usage for SOPs, documentation, and a lightweight CRM.
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.
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.
Reliable high-speed internet and a modern home office setup.
Nice-to-haves
BuilderTrend (construction software with CRM and sales pipeline features)
