Executive Assistant – EOS Implementer Support
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Job Description
Executive Assistant supporting FreedUp’s EOS Implementer with client sessions, inboxes, records, invoicing, and travel. Organizing AI-captured information into actionable systems across two client engagements.
Responsibilities:
- Own the end-to-end workflow around approximately 4–10 client sessions per month, including venue confirmation, invoicing, materials, payment/deposit tracking, client-record updates, and session trackers.
- Sync and organize Plaud recordings and consolidate transcripts, board photos, and handwritten notes into clean session summaries.
- Triage the inbox daily toward zero using a four-category system; archive items and draft/send routine responses and follow-up emails from templates.
- Build and maintain a reliable 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.
- Keep client journey records and session trackers updated and maintain Ninety.io or applicable EOS software data for ratings, rocks, and outcomes.
- Manage recurring client-session invoicing in QuickBooks, support bookkeeping categorization and bank reconciliation, and track personal expense categorization.
- Book flights and hotels, including Marriott Bonvoy reservations, and plan the annual multi-week summer trip 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 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, including Ninety and 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, self-directed, and comfortable asking what’s the best way to capture this? rather than waiting to be told.
- 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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