Executive Assistant – CEO Support
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Job Description
Executive Assistant supporting FreedUp’s CEO with scheduling, operations, finance, and travel. Streamlining professional and personal systems for a fast-growing organization building innovative systems.
Responsibilities:
- Own and optimize the CEO’s calendar and inbox, including scheduling, focus time, meeting coordination, follow-ups, priority flagging, and communication on the CEO’s behalf when appropriate.
- Maintain alignment between the CEO’s professional and personal calendars.
- Track daily and weekly tasks across the CEO’s business and personal operations using Notion or similar tools.
- Monitor progress, set reminders, and ensure accountability for initiatives, travel coordination, and family logistics.
- Document, organize, and improve company workflows and Standard Operating Procedures (SOPs) in Notion.
- Support internal systems for accountability, task tracking, and delegation across Trotta’s operations and team structure.
- Handle recurring administrative finance processes, including client billing setup, monthly invoices, commissions, and reimbursements.
- Maintain organized digital records with accuracy and timeliness in monthly cycles.
- Plan and manage travel logistics for the CEO and team, including flights, accommodations, and conference registrations.
- Build and maintain an annual travel calendar for 8–9 industry events, including detailed itineraries.
- Serve as the central communication link between the CEO, internal team, and external partners.
- Provide clear, timely, and professional updates across Slack, Gmail, and Notion.
- Provide structured updates and summaries on priorities, progress, and deadlines.
- Support time-blocking and productivity systems to help the CEO focus on strategic work.
- Participate in daily Slack communication, weekly Zoom check-ins, and email summaries.
Requirements:
- 3+ years of experience as an Executive Assistant, Operations Coordinator, or similar role supporting senior leadership.
- Excellent written and verbal communication skills.
- Tech-savvy and comfortable working in digital ecosystems (Slack, Notion, Google Workspace, etc.).
- Strong organizational and prioritization abilities.
- Proven ability to manage sensitive information with discretion.
- Proactive, self-directed, and thrives in an environment with evolving needs.
- Experience managing both business and personal responsibilities for a founder or executive is a plus.
- Basic knowledge of bookkeeping, reporting, or data entry preferred.
- Reliable high-speed internet and a modern home office setup.
- Familiarity with Notion, Slack, Google Workspace (Gmail, Calendar, Drive, Docs, Sheets), and Todoist or similar task management platforms.
- Availability for daily Slack communication, weekly Zoom check-ins, and email summaries.
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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