Remote Executive Operations Assistant - CEO Support

FreedUp

1d•Remote

About The Position

FreedUp is seeking a proactive and detail-oriented Executive Assistant (EA) to support the American Founder and CEO of a fast-growing organization. This role is ideal for someone with exceptional written communication skills who can manage high volumes of email, represent the Executive's professionally in written communication, and help create operational structure around his inbox, calendar, and meetings. The Executive Assistant will play a key role in ensuring smooth daily operations by managing communications, coordinating meetings, and eventually supporting content and production workflows. This position requires strong judgment, responsiveness, and the ability to anticipate the founder’s communication style when interacting with external stakeholders. This is a full-time, remote position that requires strong written communication, organizational excellence, and accountability.

Requirements

3+ years of experience as an Executive Assistant, Executive Operations Assistant, or Operations Manager supporting a founder or senior executive
Comfortable with Claude or other AI tools
Exceptional written English communication skills with the ability to represent an executive professionally via email
Proven experience managing high-volume inboxes and maintaining structured email systems
Ability to respond to parents, partners, and stakeholders in a way that builds trust and reflects the founder’s voice
Strong organizational skills with the ability to prioritize competing requests and manage deadlines independently
Experience with calendar management and strategic meeting coordination
Highly organized, structured thinker with a systems mindset
Strong attention to detail and follow-through
Proactive problem-solver who anticipates needs and communication requirements
High emotional intelligence and professional judgment when handling external communication
Comfortable responding on behalf of an executive once communication style is learned
Experience using task management and productivity tools (Asana, Notion, Superhuman, or similar)
Ability to work independently while maintaining consistent communication with leadership
Reliable high-speed internet, modern laptop with multi-core processor, noise-canceling headset

Nice To Haves

Based in Mexico City

Responsibilities

Manage and organize the Founder’s inbox with the goal of achieving and maintaining Inbox Zero
Triage and respond to the majority of incoming emails independently
Implement and maintain a structured inbox workflow and prioritization system
Identify high-priority messages, time-sensitive requests, and key decision points
Draft and send responses on behalf of the Founder while maintaining his communication style
Conduct short daily email triage check-ins to quickly review priority messages
Manage and optimize the Founder’s calendar to support productivity and focus
Schedule meetings based on strategic priority levels: Prospect meetings (parents and students) – highest priority, Lead-generation partners (youth ministers, school staff, potential partners), Partner meetings, Investor meetings (lower priority in the near term)
Protect deep work time in the mornings and organize meetings primarily in the afternoons
Coordinate scheduling logistics and meeting preparation
Maintain proactive communication with the Founder regarding priorities and updates
Learn and replicate the Founder’s communication tone and style
Respond to parents, partners, and stakeholders in a professional and trust-building manner
Anticipate common responses and begin handling communications independently
Support task management workflows using tools such Asana, Notion
Leverage Claude and other AI tools to work efficiently
Maintain organized systems for tasks, communication, and operational processes
Lead weekly check-in meetings with the Founder using a structured “Big Three” agenda
Improve operational efficiency by identifying repeatable or delegable tasks