FreedUp

• We are seeking an experienced Executive Assistant to support the CEO. • This role plays a critical part in transforming a high-volume inbox and meeting-heavy calendar into a streamlined, priority-driven workflow. • 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. • Daily inbox management: Triage and organize all incoming emails into designated folders each morning • Monitor Google Chat direct messages and project spaces on behalf of Exec • Maintain Exec's calendar, coordinate scheduling, and manage task blocks for important but non-urgent work • Draft follow-up emails and ensure timely outreach after meetings

Role Description We are seeking an experienced Executive Assistant to support the CEO. This is a critical role that will directly impact business operations, client relationships, and business development growth. The ideal candidate will be highly organized, proactive, and capable of managing multiple priorities while maintaining exceptional attention to detail. The Executive Assistant will play a critical role in transforming a high-volume inbox and meeting-heavy calendar into a streamlined, priority-driven workflow. Success in this role requires strong judgment, proactive communication, and the ability to create order from complexity. 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. Qualifications - 3+ years of experience supporting senior executives as an EA, Operations Coordinator, or similar role. - Exceptional email management and prioritization skills. - Strong systems thinker with experience building organized workflows. - Proficient in digital tools (Notion strongly preferred). - Highly proactive and detail-oriented. - Strong written communication skills. - Comfortable making judgment calls on prioritization. - Tech-comfortable and adaptable to evolving systems and tools. - Thrives in high-accountability, high-clarity environments. - Exceptional organizational skills with ability to manage multiple systems (Gmail, Google Chat, Google Calendar, HubSpot). - Proactive communication: Ability to anticipate needs and take initiative without constant direction. - Business acumen: Understanding of sales pipelines, business development processes, and CRM workflows. - HubSpot experience: Demonstrated experience with HubSpot or similar CRM platforms. - Attention to detail: Ability to maintain accurate records and catch details others might miss. - Relationship skills: Genuine interest in helping build and maintain professional relationships. - Time management: Ability to prioritize competing demands and work effectively with a busy executive. - Technical proficiency: Comfortable with Google Workspace, email management, and learning new tools quickly. - Technical Requirements: Reliable high-speed internet and a modern home office setup. Requirements - Email & Communication Triage - Daily inbox management: Triage and organize all incoming emails into designated folders (Action Needed, Read Later, Follow Up, If Interested) each morning. - Chat monitoring: Monitor Google Chat direct messages and project spaces on behalf of Exec, providing daily summary emails of items requiring his attention. - Delegate access: With appropriate delegate access, manage Exec's digital communications and filter out non-urgent messages. - Criteria development: Work with Exec to establish clear criteria for what requires his direct response versus what can be handled independently. - Response drafting: Begin drafting responses to routine emails for Exec's review and approval. - Administrative Support - Office management: Coordinate office supply orders and equipment needs through an organized request system. - Gifting & relationship building: Manage birthday gifts, holiday gifts, anniversary gifts, and other relationship-building gestures for team members and business contacts. - Calendar management: Maintain Exec's calendar, coordinate scheduling, and manage task blocks for important but non-urgent work. - General administration: Handle document management, contractor coordination, and other operational needs as they arise. - Business Development & CRM Management - HubSpot pipeline management: Maintain and update Exec's separate business development pipeline in HubSpot (distinct from Drew's pipeline). - Lead generation support: Assist with identifying and compiling lists of target contacts in growth markets (Greensboro, Wilmington, Richmond). - Meeting coordination: Schedule business development meetings, both virtual and in-person. - Meeting notes & follow-up: Listen to recorded business development meetings (via Fireflies or Google Meet recordings), compile comprehensive notes, and track action items. - Follow-up execution: Draft follow-up emails and ensure timely outreach after meetings. - Relationship tracking: Monitor pipeline progress and flag opportunities requiring Exec's attention. - Meeting & Calendar Coordination - Proactively blocking time for priority tasks and deep work sessions (e.g., 3-hour client review blocks). - Managing incoming meeting requests and calendar invites. - Coordinating scheduling via email and Calendly links. - Maintaining accurate availability and protecting focused work periods. - Adjusting calendar structure as preferences evolve (e.g., prioritizing mornings for deep work). - Ensuring flexibility while maintaining structure. - Process Optimization & SOPs - Document, organize, and improve company workflows and Standard Operating Procedures (SOPs) in Notion. - Support the creation of internal systems for accountability, task tracking, and delegation across the company's operations and team structure. - Assist with invoicing (occurs approximately twice per month). - Support with other tactical administrative tasks as needed. - Ensuring delegated tasks are followed up on and completed. - Reducing cognitive load by maintaining a clear, visible task pipeline. - Task Delegation & Tracking - Implementing and maintaining a shared Notion workspace. - Capturing tasks from emails, meetings, and discussions. - Assigning deadlines and tracking progress. - Supporting transparency and real-time updates. - Preparing agendas for daily/weekly sync meetings. - Ensuring delegated tasks are followed up on and completed. - Reducing cognitive load by maintaining a clear, visible task pipeline. 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.

• Manage 4-6 concurrent projects, keeping multiple stakeholders and contractors aligned on timelines and deliverables • Own project calendars and timelines using Google Sheets and Google Calendar, tracking complex integrated campaigns with multiple components (video, social, digital, radio, activations, influencer partnerships, etc.) • Coordinate between internal teams, leadership, and external contractors to ensure clarity on deadlines, dependencies, and project phases • Understand project phases from initial client briefing through strategy, creative development, internal reviews, and production • Work with leadership to establish realistic deadlines that account for the creative process and internal workflows • Maintain organized project tracking systems and ensure all deliverables and communications are easily accessible • Organizing and optimizing schedules, including coordinating meetings, managing time effectively, and ensuring that calendar aligns with commitments across various contracts • Familiarity with various tools and platforms, such as Slack, Google Docs, and AI applications like ChatGPT, to enhance productivity and streamline processes • The ability to adjust to changing circumstances, manage unexpected challenges, and find solutions to logistical issues, particularly in a busy family environment • Capable of creating high-quality Standard Operating Procedures (SOPs)

• Understanding the nuances of managing multiple contracts, including the need for confidentiality and sensitivity regarding information shared between different organizations. • Manage 4-6 concurrent projects, keeping multiple stakeholders and contractors aligned on timelines and deliverables • Own project calendars and timelines using Google Sheets and Google Calendar, tracking complex integrated campaigns with multiple components (video, social, digital, radio, activations, influencer partnerships, etc.) • Coordinate between internal teams, leadership, and external contractors to ensure clarity on deadlines, dependencies, and project phases • Understand project phases from initial client briefing through strategy, creative development, internal reviews, and production • Work with leadership to establish realistic deadlines that account for the creative process and internal workflows • Maintain organized project tracking systems and ensure all deliverables and communications are easily accessible • Organizing and optimizing schedules, including coordinating meetings, managing time effectively, and ensuring that calendar aligns with commitments across various contracts. • Familiarity with various tools and platforms, such as Slack, Google Docs, and AI applications like ChatGPT, to enhance productivity and streamline processes. • The ability to adjust to changing circumstances, manage unexpected challenges, and find solutions to logistical issues, particularly in a busy family environment • Capable of creating high-quality Standard Operating Procedures (SOPs) • Reliable high-speed internet connection with a minimum speed of 50 Mbps download and 10 Mbps upload. • A modern computer or laptop with a multi-core processor (Intel i5 or higher/equivalent). • Proficiency with remote communication tools such as Zoom, Microsoft Teams, Slack, or Google Meet. • A noise-canceling headset with a microphone for clear communication.

Role Description We're seeking an experienced Project Manager to join a fast-paced, creative agency as a full-time team member. You'll be the organizational backbone of our operation, coordinating complex, multi-phase creative projects from strategy through production. This is an internal-facing role where you'll work closely with our leadership team, creative staff, and external contractors to ensure projects stay on track and deadlines are met. You'll work directly with the founder/creative director and collaborate closely with Lori, who handles external client relations and operational tasks. You'll be part of a small, agile team managing work for 3-4 clients with multiple concurrent projects. This is a full-time, remote role requiring a high level of independence, attention to detail, and strong organizational skills. - Schedule: Monday - Friday 8am-5pm CST - Pay Range: $1600-$2000 monthly + Perks based on experience - Location: Philippines Qualifications - 4+ years of project management experience in a creative agency or fast-paced creative environment - Familiarity with the full lifecycle of creative campaigns (strategy → creative development → production) - Experience coordinating multiple projects and contractors simultaneously - Proficiency with Google Workspace (Sheets, Calendar, Drive) - Strong organizational and communication skills - Ability to work in a scrappy startup environment while maintaining high standards - Experience at an LA/New York-style agency or similar fast-moving creative environment - Comfort with simple project management tools (Google Sheets, Calendar) rather than complex platforms - Understanding of integrated marketing campaigns with multiple deliverable streams - Experience managing producer/contractor relationships Requirements - Excellent verbal and written communication skills - Advanced proficiency in Microsoft Office Suite, Gsuite, Notion, and similar tools - Strong organizational and time-management abilities - Ability to multitask and prioritize tasks effectively - Ability to work independently and collaboratively in a team-oriented environment - Attention to detail and problem-solving skills - High level of professionalism and discretion Duties and Responsibilities - Contract Management and Coordination: Understanding the nuances of managing multiple contracts, including the need for confidentiality and sensitivity regarding information shared between different organizations. - Project Coordination: Manage 4-6 concurrent projects, keeping multiple stakeholders and contractors aligned on timelines and deliverables. - Timeline Management: Own project calendars and timelines using Google Sheets and Google Calendar, tracking complex integrated campaigns with multiple components (video, social, digital, radio, activations, influencer partnerships, etc.). - Stakeholder Communication: Coordinate between internal teams, leadership, and external contractors to ensure clarity on deadlines, dependencies, and project phases. - Process Ownership: Understand project phases from initial client briefing through strategy, creative development, internal reviews, and production. - Deadline Setting: Work with leadership to establish realistic deadlines that account for the creative process and internal workflows. - Documentation & Organization: Maintain organized project tracking systems and ensure all deliverables and communications are easily accessible. - Calendar Management: Organizing and optimizing schedules, including coordinating meetings, managing time effectively, and ensuring that calendar aligns with commitments across various contracts. - Technology Proficiency: Familiarity with various tools and platforms, such as Slack, Google Docs, and AI applications like ChatGPT, to enhance productivity and streamline processes. - Adaptability and Problem-Solving: The ability to adjust to changing circumstances, manage unexpected challenges, and find solutions to logistical issues, particularly in a busy family environment. - Capable of creating high-quality Standard Operating Procedures (SOPs). Technical Requirements - Reliable high-speed internet connection with a minimum speed of 50 Mbps download and 10 Mbps upload. - A modern computer or laptop with a multi-core processor (Intel i5 or higher/equivalent). - Proficiency with remote communication tools such as Zoom, Microsoft Teams, Slack, or Google Meet. - A noise-canceling headset with a microphone for clear communication. - International experience. Benefits - Opportunity to work remotely from anywhere. - Supportive and collaborative team environment. - Learning and development opportunities. - Potential Performance Bonuses. - PTO. - HMO after 3 months.

• Manage communication systems, coordinate recruiting pipelines, and help implement tools and SOPs that reduce cognitive load for the CEO and leadership team. • Triage and manage emails, reviewing flagged emails for responses. • Organize emails into four folders. • Act as a gatekeeper for the Executive's calendar and manage interview scheduling. • Maintain and improve CRM organization for usability and efficiency. • Build and maintain a personal operating system with SOPs and task tracking. • Consolidate and manage personal administrative tasks.

• Play a key role in supporting the Executive during a critical operational scaling phase • Assist with data gathering, report consolidation, project coordination, SOP creation, CRM development, and systems organization inside Notion • Support ongoing operational priorities, integrate into the executive's productivity systems, and help build sustainable processes that enable accountability, visibility, and progress tracking across projects • Build, organize, and maintain the EA workspace in **Notion**, including: Task tracking, SOP documentation • Monitor daily task completion across direct reports and flag delays or issues proactively • Build and maintain structured checklists for each team member’s responsibilities • Create **daily/weekly summary reports** highlighting completion status and key risks • Source candidates (primarily Philippine-based product developers) via LinkedIn and other platforms • Manage outreach, follow-ups, and candidate communication • Coordinate and schedule interviews (primarily evening slots) • Document SOPs for recurring workflows (email, hiring, task tracking)

• Support the Founder & CEO in stabilizing and scaling day-to-day operations • Manage communication systems and coordinate recruiting pipelines • Implement tools and SOPs to reduce cognitive load for the CEO • Own core operational processes and manage sensitive information • Act as a gatekeeper for Executive's calendar and manage complex scheduling • Maintain a clean and accurate CRM system • Track task completion, identify inefficiencies, and propose improvements • Document and build standard operating procedures (SOPs) from day one

• Support the Founder & CEO in daily operations • Act as a “functioning memory” for the CEO • Improve written communication quality • Own core operational processes and manage communication systems • Help implement tools and SOPs to assist the leadership team • Triage emails and manage communication according to established formats • Coordinate client communication and logistics for meetings • Maintain the CRM system for data integrity • Organize personal documents and manage personal tasks • Document SOPs and continuously improve workflows

• Support the Founder & CEO of a fast-growing, systems-driven organization. • Stabilize and scale the CEO’s day-to-day operations. • Act as his “functioning memory.” • Improve communication quality and ensure nothing slips through the cracks. • Own core operational processes, manage communication systems, and coordinate recruiting pipelines. • Implement tools and SOPs that reduce cognitive load for the CEO and leadership team.