FreedUp is hiring a Remote Executive Assistant with a focus on Operations and Project Management. You will directly support the Founder & CEO of a fast-growing, systems-driven organization, stabilizing and scaling his day-to-day operations. Your core mandate is to act as a 'functioning memory,' improve communication quality, and own core operational processes to reduce cognitive load for the leadership team.

What You'll Do

Triage emails twice daily and organize them into folders: 'Action Needed,' 'Read Later,' 'If Interested,' and 'Follow Up.'
Proofread and edit all outgoing communications for clarity and accuracy.
Draft email responses for Executive's review using the 10-80-10 rule.
Handle both client communication and internal staff emails.
Act as a gatekeeper for Executive's calendar.
Implement and protect Executive's ideal weekly calendar template with blocked time for deep work.
Manage scheduling requests from staff and clients.
Ensure Executive's schedule adheres to his template approximately 70-80% of the time.
Account for Executive's in-person office time (2-3 days per week in Seattle).
Consolidate insurance information.
Organize personal documents and digital records.
Create consent forms for medical appointments.
Manage outstanding personal administrative tasks.
Consolidate and back up important digital personal files securely.
Maintain organized digital folders for personal records.
Manage email sales inquiries.
Build out and track the sales pipeline in BuilderTend.
Monitor follow-ups on sales leads to ensure timely responses.
Track leads through the qualification process.
Communicate daily via Slack with structured updates.
Help expand Notion usage for SOPs, documentation, and a lightweight CRM.

What We're Looking For

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.
Highly responsive, proactive, and detail-oriented.
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.

Technical Stack

Slack
BuilderTrend (construction software with CRM and sales pipeline features)
Notion
Monograph
Smartsheet
Gemini (recently used for note-taking)
Fathom (previously used for note-taking)
Fireflies (meeting recording and transcription)

Team & Environment

You will support the Founder & CEO of a fast-growing organization in a high-performance team built around ownership, responsiveness, and continuous improvement.