Remote Executive Assistant Associate (LATAM)

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- Brazil

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.

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 and manage Exec's inbox which is overwhelmed with client emails

Review emails flagged by Fixer AI and determine which ones actually need Exec'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.

Meeting & Calendar Coordination

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

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:

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

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