Executive Assistant – Inbox and Calendar Management

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

📋 Description

• Review all incoming emails on a daily basis, sorting, prioritizing, and acting on them accordingly.

• Respond directly to routine and administrative emails on behalf of the executive, using his tone.

• Draft responses for messages requiring his input or approval.

• Monitor open threads and follow up to ensure nothing is overlooked.

• Assess what is urgent, what should be sent directly to him, and what can be forwarded to his staff with him copied.

• Familiarize yourself with key contacts and determine the appropriate handling for each.

• Highlight time-sensitive financing deadlines, legal issues, and insurance claims.

• Establish and manage the executive’s calendar from the ground up, including a booking link and scheduling guidelines.

• Arrange calls and meetings with lenders, attorneys, brokers, contractors, and internal personnel.

• Safeguard the executive’s time to ensure his calendar aligns with his priorities.

• Conduct regular check-ins to review outstanding items, routing decisions, and necessary adjustments.

• Develop and maintain a dynamic playbook of routing rules, key contacts, and recurring processes.

• Identify consistent time drains and suggest practical solutions.

⛳️ Requirements

• A minimum of 3 years of experience as an Executive Assistant or in a comparable executive support position, particularly with US-based executives or organizations.

• A proactive "second brain" who assesses systems and identifies gaps independently.

• Highly organized and detail-oriented.

• Quick to respond; the executive should never be left waiting.

• Disciplined and professional in all interactions.

• Exceptional written and verbal English communication skills.

• Comfortable replying to emails on behalf of an executive, maintaining his voice.

• High level of discretion regarding financial, legal, and tenant information.

• Available for part-time work with consistent overlap during US business hours (specific schedule to be confirmed during the hiring process).

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

• Nice-to-have: Experience in real estate, property management, multifamily, acquisitions, or development.

• Nice-to-have: Experience collaborating with lenders, lawyers, insurance claims, or accounting teams.

• Nice-to-have: Familiarity with property management software (e.g., AppFolio, Yardi, Buildium).

• Nice-to-have: Experience in setting up inbox rules, labels, or automations in Gmail or Outlook.

• Nice-to-have: Comfortable utilizing AI tools to streamline email triage and drafting.

• Nice-to-have: Experience in writing and maintaining SOPs or playbooks.

🏝️ Benefits

• Compensation in USD

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

• Health insurance allowance

• Paid time off (PTO) and holidays

• Training and ongoing support from the FreedUp team