Executive Assistant - Business & Personal Support

About FreedUp

FreedUp places talented Executive Assistants with founders and executives at growing US companies. We free leaders up by saving them time and effort so they can focus on the work only they can do. For our EAs, we aim to be one of the best US companies for LATAM and Filipino talent, with a supportive environment and real room to grow.

About the role

We're looking for a trustworthy, highly organized Executive Assistant to support a team who co-own a design and CAD-focused firm in Texas. They've run the business together for 15 years and are now ready to hand off the day-to-day "noise" so they can focus on leading and growing the company.

You'll be one shared assistant for both founders, working toward the same business goals. Your work will span the business (inboxes, finance admin, HR, and coordinating vendors and project teams) and their personal lives (household services, bills and errands that can be handled remotely). Trust and discretion are at the heart of this role: you'll be handling sensitive financial and company information, and you'll build that trust step by step.

Compensation: 1000 to 1,700 USD per month (Depends on Experience)

Location: Remote LATAM

What you'll do

Business operations

• Manage inboxes: triage both founders' business inboxes, flag priorities, draft replies and make sure nothing gets buried.
• Support finance admin: help pay bills, track invoices and deposits, and coordinate with the firm's fractional bookkeeping and accounting team, always within clear approval rules and spending limits. These responsibilities are introduced gradually as trust is built.
• Support HR admin: help with onboarding, documentation, scheduling and other people-related tasks.
• Coordinate CAD and production work: keep communication flowing between the founders, internal staff and an outsourced production support team, tracking deadlines and follow-ups.
• Manage calendars and meetings: schedule meetings, prepare agendas and keep track of action items.

Personal support (remote)

• Coordinate household services and repairs, acting as the "dispatcher" for technicians, mobile mechanics and other providers.
• Handle online returns, orders and errands that can be managed remotely, using pickup and delivery services where needed.
• Help with personal bills and admin as trust grows.

Communication and accountability

• Hold a weekly check-in with each founder, and know which founder owns which area.
• Adapt to each founder's preferred channels, such as Microsoft Teams, Slack, email or text/iMessage.
• Build simple processes and checklists so recurring work runs smoothly and reliably.

Our hiring process

1. Apply online
2. Record a short Loom video introducing yourself/ Prescreen call with a recruiter
3. Final Interview with our Recruiting Lead
4. Complete a work evaluation
5. Final interview with the client

Requirements

Must-haves

• At least 3 years of experience as an Executive Assistant, Operations Assistant or in a similar support role.
• Hands-on experience with finance admin, such as bill pay, invoicing or working with a bookkeeper.
• A proven record of handling confidential financial and company information with complete discretion.
• Excellent written and spoken English (C1 or above).
• Highly organized, able to juggle requests from two executives and keep both informed.
• Proactive and reliable, with strong follow-through and attention to detail.
• Comfortable with the Microsoft ecosystem (Outlook, Teams) and following IT security procedures, including working on a company-provided laptop.
• Available during US Central Time business hours.
• Reliable high-speed internet and a quiet home office setup.

Nice-to-haves

• Experience supporting more than one executive, or business partners or spouses.
• Experience in an architecture, engineering, design or construction firm, or familiarity with CAD-based project work.
• HR admin experience, such as onboarding or employee records.
• Experience coordinating household services and personal errands remotely.
• Familiarity with Slack, Ramp and password managers such as 1Password.

Benefits

• Compensation in USD
• Year-end bonus, plus other applicable bonuses
• Health insurance allowance
• PTO + Holidays
• Training and ongoing support from the FreedUp team

Originally posted on Himalayas