Key Facts

Remote From:

Mexico

Full time

10 - 19K yearly

English

Hard Skills

Other Skills

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Time Management
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Non-Verbal Communication
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Accountability
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Adaptability
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Time Management
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Teamwork
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Detail Oriented
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Prioritization

Roles & Responsibilities

3+ years of experience as an Executive Assistant, Operations Coordinator, or similar role supporting senior leadership
Excellent written and verbal communication skills; tech-savvy with experience using Slack, Notion, Google Workspace, etc.
Strong organizational and prioritization abilities with a proven ability to manage sensitive information with discretion
Experience with contracting/compliance concierge services, client needs assessment, SOW creation, and procurement management; proactive and self-directed; experience managing both business and personal responsibilities for a founder or executive is a plus

Requirements:

Own and optimize the CEO’s calendar and inbox, coordinate meetings, manage follow-ups, flag priorities, and respond on behalf of the CEO when appropriate; ensure alignment between professional and personal calendars
Provide business and administrative support including bookkeeping (QuickBooks), client billing setup, monthly invoices, commissions, and reimbursements; maintain organized digital records
Plan and manage travel and events for the CEO and team, including flights, accommodations, conference registrations, and maintain an annual travel calendar for 8–9 industry events
Drive process optimization and SOPs by documenting and improving workflows in Notion; support internal systems for accountability, task tracking, and delegation; maintain professional communication across Slack, Gmail, and Notion

Job description

FreedUp are seeking a proactive and detail-oriented Executive Assistant (EA) to support the Founder and CEO of a fast-growing organization building innovative systems. This role is ideal for someone who thrives on structure, accountability, and operational clarity — a professional who can turn complex processes into seamless execution.

We’re a high-performance team with a culture built around accountability, clarity, and efficiency. We’re looking for a proactive, detail-oriented Executive Assistant (EA) to directly support our CEO — helping streamline both his professional and personal operations so he can stay focused on strategy, growth, and leadership.

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

Location: Fully Remote

Job Type: Full-Time

Salary: $800 - $1,600 per month (based on experience)

Requirements

3+ years of experience as an Executive Assistant, Operations Coordinator, or similar role supporting senior leadership.
Excellent written and verbal communication skills.
Tech-savvy and comfortable working in digital ecosystems (Slack, Notion, Google Workspace, etc.).
Strong organizational and prioritization abilities.
Proven ability to manage sensitive information with discretion.
Background in contracting and compliance concierge services (preferred)
Experience with client needs assessment
Statement of work (SOW) creation skills
Procurement management experience
Proactive, self-directed, and thrives in an environment with evolving needs.
Experience managing both business and personal responsibilities for a founder or executive is a plus.
Basic knowledge of bookkeeping, reporting, or data entry preferred.
Technical Requirements: Reliable high-speed internet and a modern home office setup.

Key Responsibilities

Calendar & Inbox Management:Own and optimize the CEO’s calendar and inbox to ensure efficient scheduling, focus time, and timely communication. Coordinate meetings, manage follow-ups, flag priorities, and respond on behalf of the CEO when appropriate. Maintain alignment between professional and personal calendars.
Business Support:Bookkeeping and accounting support (using QuickBooks), Contracting support for government compliance, Marketing assistance (as secondary capability)
Process Optimization & SOPs: Document, organize, and improve company workflows and Standard Operating Procedures (SOPs) in Notion. Support the creation of internal systems for accountability, task tracking, and delegation across Trotta’s operations and team structure.
Administrative & Financial Support: Handle recurring administrative finance processes such as client billing setup, monthly invoices, commissions, and reimbursements. Maintain organized digital records, ensuring accuracy and timeliness in monthly cycles.
Travel & Event Coordination: Plan and manage travel logistics for the CEO and team, including flights, accommodations, and conference registrations. Build and maintain an annual travel calendar for 8–9 industry events, ensuring smooth execution and detailed itineraries.
Communication & Coordination: Serve as the central communication link between the CEO, internal team, and external partners. Maintain a professional tone and ensure clear, timely updates across all channels (Slack, Gmail, Notion).
Reporting & Accountability: Provide structured updates and summaries on priorities, progress, and deadlines. Support time-blocking and productivity systems to help the CEO stay focused on strategic work.
Compliance & Security Requirements: Ability to maintain cybersecurity protections, Understanding of defense-related compliance certifications, Capability to handle restricted calendar/email access appropriately, Background check clearance.
Tools & Communication: Notion, Slack, Google Workspace (Gmail, Calendar, Drive, Docs, Sheets), Todoist or similar task management platforms, Appfolio, LeadSimple
Preferred Communication: Slack (daily), Zoom (weekly check-ins), email summaries