Remote Executive Operations Assistant - CEO Support

FreedUp are 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.

Location: Fully Remote (but based in Mexico City)

Job Type: Full-Time

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
• Technical Requirements: Reliable high-speed internet, modern laptop with multi-core processor, noise-canceling headset

Key Responsibilities

• Executive & Email Support

  • 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

• Calendar & Scheduling Management

  • Manage and optimize the Founder’s calendar to support productivity and focus
  • Schedule meetings based on strategic priority levels:

  1.    Prospect meetings (parents and students) – highest priority 
  

  2.    Lead-generation partners (youth ministers, school staff, potential partners) 
  3.    Partner meetings 
  4.    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

• Communication & Relationship Management

  • 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

• Operations & Workflow Management

  • 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

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