Executive Assistant – Sales Operations, Personal Support

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

📋 Description

• Take ownership of the Notion CRM for the aviation sales pipeline, gradually transitioning responsibilities.

• Update and manage deals, identify stale records, create CRM entries from transcriptions of recorded Zoom calls using Claude, and assign follow-up tasks.

• Collaborate with two sales representatives to ensure that leads, deals, next steps, and aircraft listings are consistently updated.

• Provide consolidated overviews of the pipeline status.

• Organize aircraft photos, videos, spec sheets, brochures, maintenance reports, contracts, LOIs, APAs, and deposit confirmations within Dropbox.

• Oversee the executive’s Outlook calendar and manage Calendly availability, including rescheduling and client scheduling communications.

• Send proactive end-of-day summaries detailing the next day's meetings, logistics, documents, and workout timings.

• Plan and arrange two to three predominantly domestic trips each month utilizing Kayak and airline applications.

• Manage travel preferences, bookings, check-ins, and confirmations.

• Handle waivers, vehicle registrations, and various business paperwork.

• Remember important birthdays and anniversaries, arranging flowers and gifts within the budget.

• Process payroll for the pool company.

• Potentially monitor GoHighLevel for pool leads and provide quick text replies.

• Conduct system audits, identify process gaps, and suggest additional tasks to alleviate the executive’s workload.

• This position does not involve client calls or onboarding responsibilities.

⛳️ Requirements

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

• A highly proactive "second brain" who can audit systems and identify gaps independently.

• Exceptional organizational skills and attention to detail.

• Prompt and responsive; should never leave the executive waiting.

• Professional and disciplined demeanor.

• Excellent proficiency in written and spoken English.

• Comfortable managing both business-related and personal tasks.

• High degree of discretion with client, financial, and payroll information.

• Available for full-time work from 9 AM to 5 PM US Central Time.

• Must have reliable high-speed internet and a quiet home office setup.

• Familiarity with Notion as a CRM is essential.

• Comfortable utilizing AI tools, particularly Claude.

• Experience in sales operations or high-ticket sales support is preferred.

• Knowledge of GoHighLevel is a plus.

• Proficient with Notion, Claude, Outlook, Dropbox, Zoom, Calendly, DocuSign, GoHighLevel, Kayak, and airline applications.

🏝️ Benefits

• Compensation offered in USD

• Year-end bonus in addition to other applicable bonuses

• Health insurance allowance

• PTO plus Holidays

• Training and ongoing support provided by the FreedUp team