Remote Executive Operations Assistant (LATAM) at FreedUp

, , Brazil -

Full Time

Start Date

Immediate

Expiry Date

15 May, 26

Salary

1600.0

Posted On

14 Feb, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Inbox Management, Note-Taking, Calendar Organization, Task Tracking, Communication, Process Building, Confidentiality, Prioritization, G-mail, Slack, Notion, Loom, Toggl, ClickUp, Documentation, Systems Development

Industry

Staffing and Recruiting

Description

We are seeking a highly organized, systems-oriented Executive Assistant (EA) to support CEO in a fast-growing, process-driven environment. This role is designed for someone who thrives in structured onboarding, values clarity and communication standards, and enjoys building efficient workflows that reduce executive overwhelm. In the first month, you will take ownership of 3–5 high-impact processes — including inbox management, meeting note synthesis, calendar organization, and task tracking — with responsibilities expanding over time as trust, rhythm, and systems maturity are established. You will work closely with the CEO and an EA Manager through a structured four-week onboarding program. Training includes documented SOPs, Loom-recorded walkthroughs, ClickUp and Notion certification, and weekly progress updates. The goal is to ensure you are confident and fully prepared before taking on full responsibility for ongoing workflows. Location: This is a fully remote position. Job Type: Full-Time Salary: 1,000-1,600 (based on experience) 3+ years as an Executive Assistant, Operations Assistant, or Client-Facing Project Manager Excellent written communication skills (clear, structured, professional tone) Strong note-taking ability with skill in synthesizing decisions and action items High attention to detail in documentation, scheduling, and task tracking Ability to maintain confidentiality and discretion in sensitive conversations Strong organizational and prioritization skills Comfort enforcing structure (calendar standards, inbox rules, task workflows) Ability to work independently while receiving weekly feedback Comfortable working in structured digital systems, including: G-mail, Slack, Notion, Loom, Toggl, ClickUp, Technical Requirements: Reliable high-speed internet, modern laptop with multi-core processor, noise-canceling headset Key Responsibilities Partner Communication & Meeting Support Attend weekly partner meetings as a listener and note-taker Capture decisions, action items, and key themes Create clear, high-level summaries for Slack or ClickUp Maintain confidentiality and discretion at all times Use recordings (when provided) to ensure accuracy and build documentation Email Management & Inbox Organization Clean and manage Executive’s professional Gmail inbox Implement and maintain a four-folder triage system: Action Needed Follow-Up Read Later If Interested Conduct daily email sweeps: Morning (by 9:30 AM) End-of-day (4:15–4:30 PM) Maintain clear separation between professional and personal email Calendar Management & Time Tracking Manage Executive’s Google Calendar Protect pre-scheduled time blocks Schedule meetings primarily through Slack coordination Ensure meetings follow quality standards: Meaningful titles Clear agendas 15-minute increments Structured descriptions Code time accurately for project tracking Improve calendar discipline across workflows Task & Project Management (ClickUp) Manage tasks, onboarding checklists, and delegated projects in ClickUp Duplicate and maintain templates Create tasks from Gmail via integration Maintain public task lists to avoid silos Track progress and status updates Support onboarding documentation processes Documentation & Systems Development Record repetitive processes using Loom to build SOPs Maintain documentation and workflows within Notion (“Assistant OS”) Track daily reports and task visibility Improve workflow clarity and reduce executive cognitive load Support gradual integration of systems into ClickUp Compliance & Administrative Support (Future Expansion) Assistance with annual/biennial small business recertification Navigating government systems and uploading documentation Supporting financial documentation processes Reducing friction in compliance-heavy administrative tasks 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

Responsibilities

The role involves managing the Executive's inbox, calendar, and tasks using systems like ClickUp, while also capturing meeting decisions and creating high-level summaries for communication channels.