Remote Executive Assistant Associate - Operations & Project Management

FreedUp · São Paulo · Remote

Posted 5/3/2026 · last confirmed live 8/26/2026

FreedUp is seeking a highly proactive and detail-oriented Executive Assistant Associate (EA) to support the Founder & CEO of a fast-growing, systems-driven organization. This role is ideal for someone who thrives on structure, accountability, and clarity — and who can act as a true extension of the executive by turning complexity into calm, repeatable execution. We are a high-performance team built around ownership, responsiveness, and continuous improvement. The Executive Assistant will play a critical role in stabilizing and scaling the CEO’s day-to-day operations, acting as his “functioning memory,” improving written communication quality, and ensuring nothing slips through the cracks. This role goes beyond traditional administrative support. You will own core operational processes, manage communication systems, coordinate recruiting pipelines, and help implement tools and SOPs that reduce cognitive load for the CEO and leadership team. This is a full-time, remote position requiring exceptional written communication, strong follow-through, comfort with sensitive information, and the ability to proactively manage both professional and limited personal tasks. Location: Fully Remote- Brazil Job Type: Full-Time Salary: $1000 - $1,800 per month (based on experience) Requirements 3+ years of experience supporting senior executives as an EA, Operations Coordinator, or similar role. Exceptional written communication skills — must be a stronger writer than the executive. Proven ability to follow and replicate structured formats Strong organizational and execution skills Comfortable acting as a “memory system” for a fast-moving CEO. Strong organizational instincts and follow-through. Strong understanding of U.S. business culture and communication style Ability to work with systems and SOPs (Standard Operating Procedures) Capability to anticipate needs and provide context-based assistance Able to handle confidential and sensitive information responsibly. Tech-comfortable and adaptable to evolving systems and tools. Thrives in high-accountability, high-clarity environments. Technical Requirements: Reliable high-speed internet and a modern home office setup. Key Responsibilities Email & Communication Management Triage emails twice daily (morning and afternoon) Draft, edit, and manage emails in the founder’s voice and tone Ensure all communication follows clear, repeatable formats and high standards Coordinate client communication while maintaining professionalism and accuracy Organize emails into four folders: "Action Needed," "Read Later," "If Interested," and "Follow Up" Proofread and edit all outgoing communications to improve clarity and accuracy. Meeting & Calendar Coordination Act as a gatekeeper for Executive's calendar Manage complex scheduling across client and internal meetings Coordinate logistics, including confidential meeting arrangements Prioritize high-value meetings and optimize calendar flow Implement and protect Executive's ideal weekly calendar template with blocked time for deep work Ensure Executive's schedule adheres to his template approximately 70-80% of the time Account for Execuitive's in-person office time (2-3 days per week in Seattle) CRM Management & Data Integrity Maintain a clean, accurate, and fully up-to-date CRM system Ensure all records include: Complete contact details Proper formatting and structure Correct hyperlinks and notes Continuously improve CRM organization for usability and efficiency Task Delegation & Tracking: Consolidate insurance information Organize personal documents and digital records Create consent forms for medical appointments Lead weekly check-ins to review progress and refine processes Track task completion and ensure clear communication loops Proactively identify inefficiencies and propose improvements Manage outstanding personal administrative task Consolidate and back up important digital personal files securely Maintain organized digital folders for personal records Data & File Management Consolidate and back up important digital personal files securely Organize personal documents (insurance cards, wills, power of attorney, etc.) Maintain organized digital folders for personal records Document and build standard operating procedures (SOPs) from day one Turn recurring tasks into scalable, repeatable processes Continuously refine workflows based on feedback and performance Systems & Tools Communicate daily via Slack with structured updates. BuilderTrend (construction software with CRM and sales pipeline features) Help expand Notion usage for SOPs, documentation, and a lightweight CRM. Programs: Monograph, smartsheet, Buildertrend Gemini (recently used for note-taking) Fathom (previously used for note-taking) Fireflies (meeting recording and transcription 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

This role is published by FreedUp on workable. SwiftFit is not the employer and does not accept applications.