Remote Executive Assistant - Business Operations & BD Support

FreedUp is seeking a proactive and detail-oriented Executive Assistant (EA) to support the Founder of a remote-first, ~19-person company building innovative geospatial and open-source software 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 without needing heavy hand-holding.

We're looking for a proactive, detail-oriented Executive Assistant to directly support the Founder — helping streamline both business operations and day-to-day logistics so they can stay focused on building and growing the company. Because the team is fully remote and distributed, this EA needs to be comfortable operating async, communicating clearly in writing, and managing priorities independently.

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 Coordinator, or similar role supporting senior leadership, ideally in a technical or startup environment.
• Excellent written and verbal communication skills.
• Tech-savvy and comfortable working in digital ecosystems (Slack, Gmail, Google Workspace, CRM/project management tools).
• Strong organizational and prioritization abilities — able to work independently in an async, distributed team.
• Proven ability to manage sensitive information with discretion.
• Proactive, self-directed, and thrives in an environment with evolving needs; comfortable operating with minimal oversight.
• Experience supporting business development, CRM upkeep, or sales pipeline coordination is a plus.
• Experience coordinating (not necessarily authoring) proposals or bid documents is a plus.
• Basic knowledge of expense reporting, reconciliation, or bookkeeping preferred.
• Technical Requirements: Reliable high-speed internet and a modern home office setup.

Key Responsibilities

• Inbox & Communications Management: Maintain Inbox Zero across email and calls/texts. Triage and respond on behalf of the Founder where appropriate, flag priorities, and keep communications moving without letting things fall through the cracks.
• Calendar Management & Time Protection: Own and optimize the Founder's calendar, protecting focus time, coordinating meeting scheduling, and confirming, preparing, and taking notes for meetings.
• Business Development Admin & CRM Upkeep: Maintain and update the CRM and BD pipeline, support prospecting of potential clients, and track business development activity end to end.
• Proposal & Bid Coordination: Coordinate the preparation of proposals and bids (including government bids covering technical and policy topics), managing timelines, formatting, and inputs from relevant contributors.
• Travel Booking & Itinerary Building: Plan and manage business travel logistics, including flights, accommodations, and detailed itineraries.
• Expense Reporting & Reconciliation: Handle recurring expense reporting and reconciliation processes, keeping records accurate and organized.
• Conference Research & Coordination: Research relevant industry conferences and coordinate attendance logistics.
• Internal Communications & Team Coordination: Serve as a communication link between the Founder and the internal team, keeping updates clear and timely across channels.
• Personal & Life Admin Support: Manage doctor appointment scheduling and other personal logistics as needed.
• Reporting: Compile a company scorecard and provide structured updates on priorities, progress, and deadlines.
• Social Media: Support publishing of social media content as needed.
• Event Planning (future scope): Support event planning and coordination as this responsibility area develops.

Benefits

• International experience
• Opportunity to work remotely from anywhere
• Supportive and collaborative team environment
• Learning and development opportunities
• Potential Performance Bonuses
• PTO
• HMO after 3 months