Remote Executive Assistant (Project Management & Process Accountability)

FreedUp are seeking a proactive and detail-oriented Executive Assistant (EA) to support the Founder and CEO of a fast-growing company in the client services industry. This role is ideal for someone who thrives on structure, accountability, and operational clarity — a professional who can turn complex processes into seamless execution.

You’ll play a key role in project management, communication, and process documentation as the team scales beyond 15+ live client projects. The EA will serve as the backbone of operational efficiency, ensuring no tasks are dropped, deadlines are met, and workflows stay consistent across multiple client engagements.

This is a full-time, remote position that requires strong written communication, organizational excellence, and accountability.

Location: Fully Remote

Job Type: Full-Time

Salary: $800 - $1,700 per month (based on experience)

• 3+ years of experience as an Executive Assistant, Project Coordinator, or in a similar administrative or operations role.
• Demonstrated expertise in task management systems such as Todoist, Notion, ClickUp, Jira, or Trello.
• Strong written communication skills (tested to mastery level).
• Excellent organization, prioritization, and time management skills.
• Proven ability to drive accountability across multiple stakeholders and follow through on deadlines.
• Experience with CRM platforms like HubSpot is a plus.
• Comfort working in a fast-paced, remote team environment with asynchronous communication.
• Tech-savvy and proactive in learning new tools or automating processes.
• Familiarity with Slack for team communication.
• Basic knowledge of bookkeeping, reporting, or data entry preferred.
• Technical Requirements: Reliable high-speed internet and a modern home office setup.

Key Responsibilities

• Project & Task Management: Track daily tasks and deadlines using Todoist and Notion, monitor overdue items, and send reminders to ensure accountability across all client projects.
• Process Optimization & SOPs: Maintain and improve Standard Operating Procedures (SOPs) in Notion, helping document workflows, update processes in real time, and support automation initiatives.
• Communication & Coordination: Manage the CEO’s inbox, calendar, and client communications; send meeting invites and follow-ups via the shared admin email; ensure smooth coordination across the team.
• Onboarding & Delegation Support: Assist in onboarding new projects, track progress in the “Assistant OS,” and update documentation based on feedback from weekly meetings.
• Reporting & Accountability: Prepare daily and weekly reports summarizing overdue tasks, key priorities, and project progress; follow up with team members to ensure completion.
• Administrative Support: Handle scheduling, document organization, light bookkeeping support, and other administrative duties as needed to optimize executive time and productivity.