Executive Assistant – Business & Personal Support

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Manage and prioritize the business inboxes of both founders, highlighting urgent matters, drafting responses, and ensuring important communications are not overlooked.

• Assist with financial administration by processing bill payments, monitoring invoices and deposits, and collaborating with bookkeeping and accounting teams while adhering to approval protocols and budget constraints.

• Provide support for HR administration including onboarding, maintaining documentation, scheduling, and managing various people-related tasks.

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

• Organize calendars and meetings, prepare meeting agendas, and track action items effectively.

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

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

• Assist with personal billing and administrative tasks as trust is established.

• Conduct weekly check-ins with each founder and monitor responsibilities across business sectors.

• Adapt to various communication platforms including Microsoft Teams, Slack, email, and text/iMessage.

• Develop simple processes and checklists to ensure reliable and consistent workflow.

⛳️ Requirements

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

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

• Proven ability to manage confidential financial and company information with utmost discretion.

• Exceptional proficiency in written and spoken English (C1 level or higher).

• Capable of managing requests from two executives while keeping both informed.

• Availability during US Central Time business hours.

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

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

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

• Experience in HR administration tasks, such as onboarding or managing employee records.

• Experience in coordinating household services and personal errands remotely.

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

🏝️ Benefits

• Compensation offered in USD.

• Year-end bonus, along with other potential bonuses.

• Health insurance allowance provided.

• Paid Time Off (PTO) plus recognized holidays.

• Access to training and ongoing support from the FreedUp team.