Executive Assistant – Sales Operations, Personal Support

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

📋 Description

• Manage the Notion CRM by entering leads and deals, refreshing stages and last-contact dates, and ensuring clear next steps are established.

• Transform sales Zoom call transcripts into CRM entries, next actions, and assigned follow-ups utilizing AI tools like Claude.

• Collaborate with two sales representatives to ensure leads are addressed, CRM entries are maintained, and next steps are organized.

• Keep aircraft listings up to date and arrange team travel as necessary.

• Identify outdated deals and overlooked follow-ups, and bring them to attention.

• Oversee availability using Outlook and Calendly, manage rescheduling, and dispatch scheduling emails.

• Send end-of-day text updates summarizing the next day's meetings, logistics, documents, and workout schedules.

• Monitor the inbox, AI-generated email summaries, and direct messages on Instagram and TikTok for new leads.

• Organize aircraft-related materials including photos, videos, specifications, brochures, maintenance reports, contracts, LOIs, purchase agreements, and deposit confirmations in Dropbox.

• Prepare and track documents through DocuSign.

• Process payroll for a team of around six individuals.

• Respond to new leads from pool companies using GoHighLevel.

• Assist with vehicle registrations and other administrative tasks.

• Arrange domestic travel two to three times a month and manage check-ins.

• Keep track of anniversaries, birthdays, and significant dates, arranging flowers and gifts as needed.

• Handle personal tasks and support the entrepreneur as a proactive second brain.

⛳️ Requirements

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

• Experience in maintaining a well-organized and up-to-date CRM or pipeline.

• Exceptional attention to detail and strong follow-through skills.

• Highly proactive: able to anticipate needs, recommend improvements, and take initiative without prompting.

• Native-level or fully fluent English (C2), including familiarity with idioms and casual conversation.

• Organized, disciplined, and professional, with a calm and drama-free demeanor.

• Comfortable communicating via text and phone throughout the day.

• Able to manage both business and personal tasks effectively.

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

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

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

• Experience with Notion, particularly as a CRM, is preferred.

• Familiarity with AI tools such as Claude or ChatGPT in daily tasks is preferred.

• Experience in supporting a sales team, preferably in a high-end or luxury sector, is preferred.

• Prior experience with payroll processing is preferred.

• Familiarity with Outlook, Calendly, Zoom, Dropbox, DocuSign, and GoHighLevel is preferred.

🏝️ Benefits

• Compensation in USD

• Year-end bonus, along with other applicable bonuses

• Health insurance allowance

• PTO + Holidays

• Training and ongoing support from the FreedUp team