Executive Assistant – Business & Personal Support

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

📋 Description

• Manage the business inboxes of both founders by prioritizing messages, drafting responses, and ensuring no important communications are overlooked.

• Assist with bill payments, monitor invoices and deposits, and liaise with the firm's fractional bookkeeping and accounting team, adhering to approval protocols and budget constraints.

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

• Facilitate coordination of CAD and production tasks among founders, internal team members, and an outsourced production support team; monitor deadlines and follow up as needed.

• Organize meetings, draft agendas, and track actionable items.

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

• Manage online returns, orders, and errands remotely using pickup and delivery services.

• Process personal bill payments from a designated queue and flag any inquiries.

• Conduct weekly check-ins with each founder and maintain accountability for various business areas.

• Tailor communication styles for Microsoft Teams, Slack, text messaging, or WhatsApp.

• Develop straightforward processes and checklists for recurring tasks.

• Oversee the entire hiring process, including online applications, short Loom introduction videos, recruitment interviews, work evaluations (including a LinkedIn writing task), and final client interviews.

⛳️ Requirements

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

• Direct experience in financial administration, such as bill payments, invoicing, or collaboration with a bookkeeper.

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

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

• Highly organized and capable of managing requests from two executives while keeping both informed.

• Proactive, dependable, with a strong attention to detail and follow-through.

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

• Availability during US Central Time business hours.

• Access to reliable high-speed internet and a quiet home office environment.

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

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

• Preferred: HR administration experience, including onboarding or maintaining employee records.

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

• Preferred: Familiarity with Slack, WhatsApp, Ramp, and password management tools like 1Password.

🏝️ Benefits

• Compensation offered in USD.

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

• Health insurance stipend.

• Paid time off plus holidays.

• Training and ongoing support provided by the FreedUp team.