Remote Executive Assistant - Operations & Hiring

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!
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)
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

Key Responsibilities
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

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

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