Executive Assistant – EOS Implementer Support
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Job Description
Executive Assistant organizing EOS sessions, inboxes, records, and travel for FreedUp’s EOS Implementer client. Managing administrative, financial, personal, and content-support workflows remotely across LATAM.
Responsibilities:
- Support a Founder and EOS Implementer running quarterly and annual sessions for a portfolio of client businesses.
- Manage the end-to-end workflow for approximately 4–10 client sessions per month, including venue confirmation, invoicing, materials, payment/deposit tracking, client records, and session trackers.
- Sync and organize Plaud recordings and consolidate transcripts, board photos, and handwritten notes into clean session summaries.
- Triage the inbox daily using a four-category system, draft routine responses, send follow-up emails, and file recurring items.
- Build and maintain a capture system for to-dos, issues, and article/content ideas across Google Tasks, Notion, and paper notes.
- Transform captured thoughts and session observations into draft articles or content pieces.
- Maintain client journey records, session trackers, and Ninety.io or equivalent EOS software data.
- Manage recurring QuickBooks invoicing, basic bookkeeping categorization, bank reconciliation, and personal expense categorization.
- Book flights and hotels and plan annual summer trips and other travel logistics.
- Manage a separate personal inbox, pay bills, enroll children in activities, coordinate vehicle maintenance, and monitor a legacy personal-project inbox.
- Provide structured weekly updates on session preparation, inbox status, and outstanding to-dos.
- Refine SOPs as new processes are adopted.
Requirements:
- 3+ years of experience as an Executive Assistant, Operations Coordinator, or similar role supporting senior leadership or a solo consultant/founder.
- Excellent written and verbal communication skills.
- Tech-savvy and comfortable working across a varied digital toolset, including AI note-taking and transcription tools.
- Direct experience with, or strong aptitude for quickly learning, Plaud (AI recording/transcription device).
- Familiarity with, or willingness to learn, Ninety.io or similar EOS software, such as Ninety or Bloom Growth/Stretti.
- Strong organizational and prioritization abilities; comfortable building a system from scratch.
- Proven ability to manage sensitive information with discretion, including personal and financial details.
- Proactive and self-directed.
- Experience managing both business and personal responsibilities for a founder or executive is a plus.
- Basic knowledge of bookkeeping, invoicing, or QuickBooks preferred.
- Reliable high-speed internet and a modern home office setup.
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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