Executive Assistant - Inbox and Calendar Management (Part-Time)

About FreedUp

FreedUp places talented Executive Assistants with founders and executives at growing US companies. We free leaders up by saving them time and effort so they can focus on the work only they can do. For our EAs, we aim to be one of the best US companies for LATAM and Filipino talent, with a supportive environment and real room to grow.

About the role

We’re looking for a sharp, proactive Executive Assistant to support a US-based real estate investor and operator. He owns and operates apartment buildings, manages them in-house with his own staff, and has a development project underway. His work spans acquisitions, property analysis, financing, lenders, lawyers, insurance claims, accounting and tenant escalations. His staff handles day-to-day property issues, and he steps in when things escalate.

His inbox and calendar are the bottleneck. He receives a high volume of email across every part of the business, and no one manages his calendar today. You’ll take ownership of both: triaging his email, responding where appropriate, routing what needs his attention, and building his scheduling system from scratch.

This is not a task-taker role. He needs someone with strong judgment who can quickly learn who’s who and what matters, decide what’s urgent, and keep things moving without waiting to be told. Your first 30 days will focus on fixing his top three time-killers, and by 90 days you should be running his inbox and calendar with confidence.

This is a part-time, remote position. It requires excellent written communication, sound judgment and complete discretion.

Compensation: 600 to 800 USD per month (depends on experience)

Location: Remote, LATAM

Job Type: Part-time

What you'll do

Email triage and responsiveness (main priority)

• Review all incoming email daily, then sort, prioritize and act on it.
• Respond directly to routine and administrative emails on his behalf, in his voice.
• Draft replies for messages that need his input or approval.
• Track open threads and follow up so nothing falls through the cracks.

Judgment-based routing

• Decide what’s urgent, what goes straight to him, and what goes to his staff with him cc’d.
• Learn his key contacts (lenders, lawyers, brokers, insurers, accountants, staff) and how each should be handled.
• Flag time-sensitive items, such as financing deadlines, legal matters and insurance claims, before they become problems.

Calendar and scheduling

• Set up and manage his calendar from scratch, including a booking link and scheduling rules.
• Schedule calls and meetings with lenders, lawyers, brokers, contractors and internal staff.
• Protect his time so his calendar reflects his real priorities.

Process and partnership

• Hold regular check-ins with him to review open items, routing decisions and what to adjust.
• Build and maintain a living playbook of routing rules, key contacts and recurring processes.
• Spot recurring time drains and propose practical fixes.

Our hiring process

1. Apply online
2. Record a short Loom video introducing yourself, then a prescreen call with a recruiter
3. Final Interview with our Recruiting Lead
4. Complete a work evaluation
5. Final interview with the client

Requirements

Must-haves

• At least 3 years of experience as an Executive Assistant or in a similar executive support role, including experience working with US-based executives or companies.
• A very proactive "second brain" who audits systems and spots gaps without being told.
• Highly organized and detail-oriented.
• Fast and responsive. He should never be left waiting.
• Disciplined and professional.
• Excellent written and spoken English.
• Confident replying to emails on an executive's behalf, in his voice.
• High discretion with financial, legal and tenant information.
• Available part-time with consistent overlap during US business hours (exact schedule confirmed during the process).
• Reliable high-speed internet and a quiet home office setup.

Nice-to-haves

• Experience in real estate, property management, multifamily, acquisitions or development.
• Experience working with lenders, lawyers, insurance claims or accounting teams.
• Familiarity with property management software (e.g., AppFolio, Yardi, Buildium).
• Experience setting up inbox rules, labels or automations in Gmail or Outlook.
• Comfortable using AI tools to triage and draft email faster.
• Experience writing and maintaining SOPs or playbooks.

Benefits

• Compensation in USD
• Year-end bonus, plus other applicable bonuses
• Health insurance allowance
• PTO + Holidays
• Training and ongoing support from the FreedUp team