Remote Executive Assistant - CEO Support (Real Estate Focused)
F
FreedUpReal Estate
Mexico, Brazil, Colombia, Guatemala, Honduras, Costa RicaFull-TimeExecutive
Salary800 - 1600 USD per month
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Job Details
- Experience
- 3+ years
- Required Skills
- Google WorkspaceSlackQuickBooksNotion
Requirements
- 3+ years of experience as an Executive Assistant, Operations Coordinator, or similar role supporting senior leadership
- Excellent written and verbal communication skills
- Tech-savvy and comfortable working in digital ecosystems (Slack, Notion, Google Workspace, etc.)
- Strong organizational and prioritization abilities
- Proven ability to manage sensitive information with discretion
- Background in contracting and compliance concierge services (preferred)
- Experience with client needs assessment
- Statement of work (SOW) creation skills
- Procurement management experience
- Proactive, self-directed, and thrives in an environment with evolving needs
- Experience managing both business and personal responsibilities for a founder or executive (a plus)
- Basic knowledge of bookkeeping, reporting, or data entry (preferred)
- Reliable high-speed internet and a modern home office setup
- Ability to maintain cybersecurity protections
- Understanding of defense-related compliance certifications
- Capability to handle restricted calendar/email access appropriately
- Background check clearance
Responsibilities
- Own and optimize the CEO’s calendar and inbox to ensure efficient scheduling, focus time, and timely communication.
- Coordinate meetings, manage follow-ups, flag priorities, and respond on behalf of the CEO when appropriate.
- Maintain alignment between professional and personal calendars.
- Provide bookkeeping and accounting support (using QuickBooks), contracting support for government compliance, and marketing assistance.
- 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 Trotta’s operations and team structure.
- Handle recurring administrative finance processes such as client billing setup, monthly invoices, commissions, and reimbursements.
- Maintain organized digital records, ensuring accuracy and timeliness in monthly cycles.
- Plan and manage travel logistics for the CEO and team, including flights, accommodations, and conference registrations.
- Build and maintain an annual travel calendar for 8–9 industry events, ensuring smooth execution and detailed itineraries.
- Serve as the central communication link between the CEO, internal team, and external partners.
- Maintain a professional tone and ensure clear, timely updates across all channels (Slack, Gmail, Notion).
- Provide structured updates and summaries on priorities, progress, and deadlines.
- Support time-blocking and productivity systems to help the CEO stay focused on strategic work.
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