Executive Assistant – Business & Personal Support

This is a fully remote position, open to applicants in Mexico, +2 more countries.

📋 Description

• Manage the business inboxes for both founders, highlighting priorities, drafting responses, and ensuring no messages are overlooked.

• Assist with bill payments, monitor invoices and deposits, and liaise with the firm's fractional bookkeeping and accounting team while adhering to approval guidelines and spending limits.

• Provide support for HR administration tasks, including onboarding, documentation, scheduling, and other personnel-related activities.

• Coordinate CAD and production tasks among the founders, internal staff, and outsourced production support, ensuring deadlines are met and follow-ups are conducted.

• Organize meetings, create agendas, and monitor action items.

• Manage household services and repairs by coordinating with technicians, mobile mechanics, and other service providers.

• Oversee online returns, orders, and other remotely manageable errands utilizing pickup and delivery services.

• Assist with personal bills and administration as trust is established.

• Conduct weekly check-ins with each founder and monitor area ownership.

• Adapt to communication preferences via Microsoft Teams, Slack, email, or text/iMessage.

• Develop simple processes and checklists for recurring tasks.

• Complete the defined hiring process, which includes an application, Loom video submission, prescreening, interviews, work evaluation, and final client interview.

⛳️ Requirements

• Minimum of 3 years of experience as an Executive Assistant, Operations Assistant, or in a comparable support role.

• Practical experience in financial administration, including bill payments, invoicing, or collaboration with a bookkeeper.

• A solid track record of managing confidential financial and company information with utmost discretion.

• Exceptional written and verbal English skills (C1 level or higher).

• Capable of managing requests from two executives while keeping both apprised of relevant information.

• Availability during business hours in the US Central Time zone.

• Dependable high-speed internet and a quiet home office environment.

• Experience supporting multiple executives, business partners, or spouses.

• Background in an architecture, engineering, design, or construction firm, or familiarity with CAD-based project work.

• HR administration experience, including onboarding and maintaining employee records.

• Experience in coordinating household services and personal errands from a distance.

• Proficiency with Outlook, Microsoft Teams, Slack, Ramp, and password management tools such as 1Password.

🏝️ Benefits

• Compensation provided in USD.

• Year-end bonus along with other potential bonuses.

• Health insurance allowance.

• Paid Time Off (PTO) plus holidays.

• Training and ongoing support from the FreedUp team.