Remote Executive Assistant - Operations & Project Focus (LATAM)

FreeUp is seeking a high-performing Executive Assistant to support the CEO in building structure, reducing distractions, and optimizing daily operations. This role is designed to create clarity and efficiency in a fast-paced executive environment by implementing strong systems for email, scheduling, and task management.

The Executive Assistant will play a critical role in transforming a high-volume inbox and meeting-heavy calendar into a streamlined, priority-driven workflow. Success in this role requires strong judgment, proactive communication, and the ability to create order from complexity.

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

Job Type: Full-Time

Salary: $800 - $1,600 per month (based on experience)

Requirements

3+ years of experience supporting senior executives as an EA, Operations Coordinator, or similar role.

Exceptional email management and prioritization skills

Strong systems thinker with experience building organized workflows

Proficient in digital tools (Notion strongly preferred)

Highly proactive and detail-oriented

Strong written communication skills

Comfortable making judgment calls on prioritization

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

Implementing and managing a structured email triage system (initially 8 categories, refined over time)

Sorting and prioritizing incoming messages daily

Identifying revenue-generating and high-impact emails for Executive's direct attention

Delegating actionable items to appropriate team members

Extracting tasks from emails and moving them into a task management system (Notion)

Drafting routine responses and gradually taking ownership of standard communications

Preparing a prioritized daily action summary during sync meetings

Maintaining inbox organization to reduce actionable emails to a minimal, high-impact lis

Meeting & Calendar Coordination

roactively blocking time for priority tasks and deep work sessions (e.g., 3-hour client review blocks)

Managing incoming meeting requests and calendar invites

Coordinating scheduling via email and Calendly links

Maintaining accurate availability and protecting focused work periods

Adjusting calendar structure as preferences evolve (e.g., prioritizing mornings for deep work)

Ensuring flexibility while maintaining structure

Process Optimization & SOPs:

Document, organize, and improve company workflows and Standard Operating Procedures (SOPs) in Notion.

Support the creation of internal systems for accountability, task tracking, and delegation across the companie's operations and team structure.

Assist with invoicing (occurs approximately twice per month)

Support with other tactical administrative tasks as needed

Ensuring delegated tasks are followed up on and completed

Reducing cognitive load by maintaining a clear, visible task pipeline

Task Delegation & Tracking

Implementing and maintaining a shared Notion workspace

Capturing tasks from emails, meetings, and discussions

Assigning deadlines and tracking progress

Supporting transparency and real-time updates

Preparing agendas for daily/weekly sync meetings

Ensuring delegated tasks are followed up on and completed

Reducing cognitive load by maintaining a clear, visible task pipeline

Operational & Personal Support

Developing and maintaining recurring operational checklists

Tracking compliance deadlines (e.g., bi-annual certifications, audits)

Managing recurring administrative tasks (e.g., invoicing support)

Providing proactive reminders

Improving operational consistency and service quality

Preventing last-minute rushes and reducing operational risk

Systems & Tools

Communicate daily via Slack with structured updates.

Track tasks and delegation in Notion

Help expand Notion usage for SOPs, documentation, and a lightweight CRM.

Calendly, MS TEAMS, Mosaic

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

Originally posted on Himalayas