Remote Executive Assistant Associate - Operations & Project Management
New
F
FreedUpConstruction
MexicoFull-TimeExecutive
Salary1,000 - 1,800 USD per month
Apply NowOpens the employer's application page
Job Details
- Experience
- 3+ years
- Required Skills
- SlackNotion
Requirements
- 3+ years of experience supporting senior executives as an EA, Operations Coordinator, or similar role
- Exceptional written communication skills
- Highly responsive, proactive, and detail-oriented
- Comfortable acting as a "memory system" for a fast-moving CEO
- Strong organizational instincts and follow-through
- 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
- Reliable high-speed internet and a modern home setup
- Experience with BuilderTrend (construction software with CRM and sales pipeline features)
- Experience with Notion
- Familiarity with Monograph, smartsheet, Gemini, Fathom, Fireflies
Responsibilities
- Triage emails twice daily (morning and afternoon)
- 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
- Draft email responses for Executive's review using the 10-80-10 rule
- Handle both client communication and internal staff emails
- Act as a gatekeeper for Executive's calendar
- Implement and protect Executive's ideal weekly calendar template with blocked time for deep work
- Manage scheduling requests from staff and clients
- Ensure Executive's schedule adheres to his template approximately 70-80% of the time
- Account for Executive's in-person office time (2-3 days per week in Seattle)
- Consolidate insurance information
- Organize personal documents and digital records
- Create consent forms for medical appointments
- Manage outstanding personal administrative tasks
- Consolidate and back up important digital personal files securely
- Maintain organized digital folders for personal records
- Communicate daily via Slack with structured updates
- Help expand Notion usage for SOPs, documentation, and a lightweight CRM
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