Remote Executive Assistant Associate - Operations & Project Management

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.

Strong understanding of U.S. business culture and communication style

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 emails twice daily (morning and afternoon)

Draft, edit, and manage emails in the founder’s voice and tone

Ensure all communication follows clear, repeatable formats and high standards

Coordinate client communication while maintaining professionalism and accuracy

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 complex scheduling across client and internal meetings

Coordinate logistics, including confidential meeting arrangements

Prioritize high-value meetings and optimize calendar flow

Implement and protect Executive's ideal weekly calendar template with blocked time for deep work

Ensure Executive's schedule adheres to his template approximately 70-80% of the time

Account for Execuitive's in-person office time (2-3 days per week in Seattle)

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:

Consolidate insurance information

Organize personal documents and digital records

Create consent forms for medical appointments

Lead weekly check-ins to review progress and refine processes

Track task completion and ensure clear communication loops

Proactively identify inefficiencies and propose improvements

Manage outstanding personal administrative task

Consolidate and back up important digital personal