Executive Assistant

FreedUp is seeking a proactive and detail-oriented Executive Assistant (EA) to support a Founder and EOS Implementer who runs quarterly and annual sessions for a portfolio of client businesses. This role is ideal for someone who thrives on structure, follow-through, and turning scattered notes, recordings, and ideas into organized, actionable systems.

We're a high-performance team with a culture built around accountability, clarity, and efficiency. We're looking for a proactive, detail-oriented Executive Assistant to directly support our client — helping streamline his session workflow, inbox, and daily operations so he can stay focused on implementing EOS with clients, developing relationships, and writing.

This is a part-time, remote position that requires strong written communication, organizational excellence, and comfort working with AI-assisted tools like Plaud and Ninety.io.

Set up: Shared EA by two executives

Location: Fully Remote- LATAM

Requirements

• 3+ years of experience as an Executive Assistant, Operations Coordinator, or similar role supporting senior leadership or a solo consultant/founder.
• Excellent written and verbal communication skills.
• Tech-savvy and comfortable working across a varied digital toolset, including AI note-taking and transcription tools.
• Direct experience with, or strong aptitude for quickly learning, Plaud (AI recording/transcription device) — you'll be responsible for syncing, organizing, and turning session recordings into polished summaries.
• Familiarity with, or willingness to learn, Ninety.io or similar EOS software (Ninety, Bloom Growth/Stretti) used to track client rocks, issues, and scorecards.
• Strong organizational and prioritization abilities; comfortable building a system from scratch when one doesn't exist yet.
• Proven ability to manage sensitive information with discretion, including personal and financial details.
• Proactive, self-directed, and comfortable asking "what's the best way to capture this?" rather than waiting to be told.
• Experience managing both business and personal responsibilities for a founder or executive is a plus.
• Basic knowledge of bookkeeping, invoicing, or QuickBooks preferred.
• Technical Requirements: Reliable high-speed internet and a modern home office setup.

Key Responsibilities

• Session Process Management: Own the end-to-end workflow around client sessions (roughly 4–10 per month). Handle pre-session prep (venue confirmation, invoicing, materials), and post-session wrap-up (payment/deposit tracking, updating client records and session trackers). Sync and organize recordings from the Plaud device, and consolidate Plaud transcripts, board photos, and handwritten notes into a single clean session summary.
• Inbox Management: Triage the inbox daily toward zero using a four-category system (Action Needed, Follow Up, If Interested, Read), archiving rather than deleting. Draft and send routine responses and post-session follow-up emails from templates, and file recurring items (receipts, prospecting/spam) into the right folders.
• Capture System & Content Support: Build and maintain a single, reliable capture system for to-dos, issues, and article/content ideas that currently live scattered across Google Tasks, Notion, and paper notes. Help transform captured thoughts and session observations into draft articles or content pieces.
• Client Records & EOS Software: Keep client journey records and session trackers up to date, and maintain data in Ninety.io (or the applicable client's EOS software) to track ratings, rocks, and outcomes across the client portfolio.
• Financial & Administrative Support: Manage recurring invoicing for client sessions in QuickBooks, support basic bookkeeping categorization and bank reconciliation, and track personal expense categorization (e.g., via Copilot) as needed.
• Travel & Event Coordination: Book flights and hotels (including via Marriott Bonvoy), and research and plan the annual multi-week summer trip and other travel logistics.
• Home & Personal Support: Manage a separate personal inbox (kept distinct from EOS-affiliated email), pay bills, help enroll kids in activities, coordinate vehicle maintenance appointments, and monitor a legacy personal-project inbox.
• Reporting & Accountability: Provide structured weekly updates on session prep status, inbox status, and outstanding to-dos, and support ongoing refinement of SOPs as new processes are adopted.

Tools & Communication

• Plaud (AI recording/transcription device) — central to session capture; comfort managing sync, renaming, and summary generation is essential.
• Ninety.io — primary EOS software for tracking client progress, rocks, and issues.
• Notion, Google Workspace (Gmail, Calendar, Drive, Tasks), QuickBooks, Claude, ChatGPT, NotebookLM, 11 Reader.
• Preferred Communication: Text/direct message (daily), email summaries, weekly check-in calls.

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