Executive Assistant – Business & Personal Support

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

📋 Description

• Manage the business inboxes of both founders by prioritizing messages, drafting responses, and ensuring nothing is overlooked.

• Assist in bill payments, monitor invoices and deposits, and collaborate with fractional bookkeeping and accounting teams while adhering to approval protocols and spending limits.

• Provide support for HR administration, which includes onboarding processes, documentation, scheduling, and various people-related tasks.

• Facilitate coordination of CAD and production tasks among founders, internal personnel, and external production support, ensuring deadlines are met and follow-ups are conducted.

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

• Coordinate household services and repairs by liaising with technicians, mobile mechanics, and other service providers.

• Manage online returns, orders, and errands that can be handled remotely through pickup and delivery services.

• Process personal bill payments from a designated queue and flag any questions that arise.

• Conduct weekly check-ins with each founder and oversee the ownership of business responsibilities.

• Adapt to various communication platforms including Microsoft Teams, Slack, text, and WhatsApp.

• Develop simple processes and checklists to ensure reliable execution of recurring tasks.

• Oversee the hiring process, which includes a Loom introduction, recruiting interview, work evaluation with a LinkedIn writing assignment, 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 with financial administration tasks such as 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 or higher).

• Highly organized with the ability to manage requests from two executives while keeping both informed.

• Proactive and trustworthy, demonstrating strong follow-through and meticulous attention to detail.

• Familiarity with the Microsoft ecosystem (Outlook, Teams) and adherence to IT security protocols, including working on a company-issued laptop.

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

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

• Experience in supporting more than one executive, business partners, or spouses.

• Background in an architecture, engineering, design, or construction firm, or knowledge of CAD-related project work.

• Experience in HR administration, specifically related to onboarding or maintaining employee records.

• Proven experience in coordinating household services and personal errands remotely.

• Familiarity with communication tools such as Slack, WhatsApp, Ramp, and password management tools like 1Password.

🏝️ Benefits

• Compensation offered in USD.

• Year-end bonus in addition to other applicable bonuses.

• Health insurance allowance provided.

• Paid Time Off (PTO) plus holidays.

• Training and ongoing support from the FreedUp team.