Executive Assistant – Business Operations, BD Support
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Job Description
Executive Assistant supporting FreedUp’s founder as the company builds geospatial and open-source software systems. Managing communications, calendar, CRM, bids, travel, expenses, and operational reporting.
Responsibilities:
- Support the Founder with business operations and day-to-day logistics.
- Maintain Inbox Zero across email and calls/texts.
- Triage and respond to communications on behalf of the Founder where appropriate.
- Own and optimize the Founder's calendar and protect focus time.
- Coordinate meeting scheduling, confirmations, preparation, and note-taking.
- Maintain and update the CRM and business-development pipeline.
- Support prospecting and track business-development activity end to end.
- Coordinate proposals and bids, including government bids covering technical and policy topics.
- Manage proposal timelines, formatting, and contributor inputs.
- Surface deadlines buried in procurement documents and amendments.
- Plan business travel, including flights, accommodations, and detailed itineraries.
- Screen event and conference invitations and identify scheduling conflicts.
- Apply the Founder's known preferences when coordinating travel and events.
- Handle recurring expense reporting and reconciliation.
- Research relevant industry conferences and coordinate attendance logistics.
- Serve as a communication link between the Founder and internal team.
- Manage doctor appointments and other personal logistics as needed.
- Compile a company scorecard and provide proactive updates on priorities, progress, and deadlines.
- Support publishing social media content.
- Support future event planning and coordination.
Requirements:
- 3+ years of experience as an Executive Assistant, Operations Coordinator, or similar role supporting senior leadership, ideally in a technical or startup environment.
- Excellent written and verbal communication skills.
- Tech-savvy and comfortable working with Slack, Gmail, Google Workspace, CRM/project management tools, and digital ecosystems.
- Comfortable learning new tools independently and setting up automations.
- Strong organizational and prioritization abilities.
- Ability to work independently in an async, distributed team.
- Proven ability to manage sensitive information with sound judgment.
- Proactive, self-directed, and comfortable operating with minimal oversight.
- Reliable with calendar commitments and deadline ownership.
- Experience supporting business development, CRM upkeep, or sales pipeline coordination is a plus.
- Experience coordinating proposals or bid documents is a plus.
- Basic knowledge of expense reporting, reconciliation, or bookkeeping preferred.
- Reliable high-speed internet and a modern home office setup.
- Prior executive or leadership-team support experience is a plus.
- Comfortable giving and receiving direct feedback is a plus.
- Comfortable navigating dense procurement documents is a plus.
- Openness to eventually taking on full email/inbox triage is a plus.
- Basic comfort with technical writing is a bonus.
Benefits:
- International experience
- Opportunity to work remotely from anywhere
- Supportive and collaborative team environment
- Learning and development opportunities
- Potential Performance Bonuses
- PTO
- HMO after 3 months
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