Remote Executive Assistant - Operations & Hiring

Role Summary

FreedUp is excited to announce an opening for a Remote Executive Assistant – Operations, Data & Project Support to partner closely with our operations leader. This role is central to creating structure, improving operational efficiency, coordinating special projects, and supporting strategic relationship-building. If you're a highly organized, process-driven individual who excels at building systems, managing data, and enabling business leaders to focus on high-value work — we want to hear from you!

You are someone who

• Thinks in systems, processes, and workflows
• Enjoys the structure of project coordination and documentation
• Is proactive, curious, and eager to create efficiencies
• Thrives in environments where independence and initiative are valued
• Is comfortable working closely with an operational leader who moves quickly

Responsibilities

• As a Remote Executive Assistant, you will play a key role in supporting the Executive during a critical operational scaling phase. You’ll assist with data gathering, report consolidation, project coordination, SOP creation, CRM development, and systems organization inside Notion.
• You will support ongoing operational priorities, integrate into the executive's productivity systems, and help build sustainable processes that enable accountability, visibility, and progress tracking across projects.
• This role is ideal for someone who thrives in systems-building, operational documentation, and structured project support rather than traditional calendar/email management.
• Location: This is a fully remote position .

Job Type: Full-Time

Salary: 1,000-1,600 (based on experience)

Systems & Process Development

• Build, organize, and maintain the EA workspace in Notion , including: Task tracking, SOP documentation
• Weekly review meetings, Meeting agendas and notes
• Assist in designing and documenting operational processes used across the business
• Task Tracking & Operational Oversight
• Monitor daily task completion across direct reports and flag delays or issues proactively
• Build and maintain structured checklists for each team member’s responsibilities
• Create daily/weekly summary reports highlighting completion status and key risks
• Transition informal processes into a centralized task management system (Notion or similar)
• Reduce reliance on manual follow-ups by introducing visibility and accountability systems
• Email Management (7 Inboxes)
• Triage ~50 emails/day across multiple accounts using Gmail + Superhuman workflow
• Prioritize urgent vendor, business, and high-impact messages
• Draft and send basic replies, follow-ups, and handle simple requests (e.g., purchases, confirmations)
• Maintain organized inbox structure (labels, folders, reminders) aligned with SOPs
• Ensure Dave only sees what truly requires his attention
• Hiring & Recruitment Support (High Priority)
• Source candidates (primarily Philippine-based product developers) via LinkedIn and other platforms
• Manage outreach, follow-ups, and candidate communication
• Coordinate and schedule interviews (primarily evening slots)
• Maintain organized candidate pipelines and status tracking
• Improve hiring efficiency and reduce time-to-hire (~2-week cycles)
• Meeting & Calendar Support
• Coordinate and schedule interviews and key meetings
• Assist in preparing meeting materials (reports, decks, key data points)
• Maintain visibility of calendar activities while respecting Executive's preference for control
• Support structured Monday meeting blocks and internal coordination
• Process Building & Documentation
• Document SOPs for recurring workflows (email, hiring, task tracking)
• Capture insights from recorded meetings to build operational knowledge
• Continuously refine systems based on feedback
• Develop a “second brain” for the business to improve scalability

Requirements

• 3–4+ years as an Executive Assistant, Operations Assistant, or similar role
• Proven experience with process documentation, system building, or SOP creation
• Strong skills in data gathering, report preparation, and project tracking
• Experience with recruitment coordination and sourcing
• Familiarity with tools like Gmail, Notion, SuperHuman, Discord, Slack, LinkedIn, and calendar systems
• Experience supporting founders or fast-paced teams is a strong plus
• Experience with Notion or similar knowledge management tools (must be willing to learn quickly)
• Familiarity with Google Workspace , especially Sheets for reporting
• Excellent organizational and prioritization abilities
• Outstanding written and verbal communication skills
• Ability to operate autonomously and proactively
• High comfort in tech-driven environments and learning new platforms
• Experience coordinating cross-functional stakeholders
• Ability to maintain confidentiality and handle sensitive information
• Technical Requirements: Reliable high-speed internet, modern laptop with multi-core processor, noise-canceling headset

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