[Hiring] Executive Assistant / Business Operations Support @FreedUp

Role Description

FreedUp is looking for a highly organized, detail-oriented Executive Assistant / Operations Support Specialist to support the founder of a growing corporate gifting business. This is a dynamic, multi-hat role that blends executive support, sales assistance, customer service, and light operations coordination.

• Keep the founder's calendar and inbox running smoothly.
• Manage customer relationships, gifting orders, vendor coordination, and reporting.
• Ideal for someone who thrives working independently and enjoys variety.
• Full-time, remote position requiring strong written communication, organizational excellence, and accountability.

Qualifications

• 3+ years of experience in an Executive Assistant, Office Manager, or Operations Support role.
• Proven experience managing email/calendar systems and scheduling for an executive or founder.
• Experience with CRM tools (HubSpot, Zoho, Salesforce, Monday.com, or similar) — or strong aptitude to learn Odoo.
• Strong written and verbal English communication skills.
• Detail-oriented, with a demonstrated process for catching errors before they become problems.
• A reliable, dedicated home workspace with backup internet and equipment.
• Availability to work full-time during US business hours (Central Time overlap preferred).
• Based in LATAM.

Requirements

• Help set up and configure Odoo as the company's CRM.
• Migrate order tracking off Apple Notes and into Odoo; track all orders and customer connections going forward.
• Own the email back-and-forth involved in taking and confirming orders, including custom artwork/branding details.
• Coordinate with internal staff on production hand-off, including custom leather stamp orders for branded items.
• Build and maintain a personal CRM system to track leads and relationships.
• Support Exec's sales process: prospecting, following up with potential clients, and scheduling.
• Manage Exec's relationship-gifting practice — e.g., sending care packages/gifts to people who engage with or shout him out on LinkedIn.
• Coordinate corporate gifting orders (custom logos, bulk quantities) from intake through fulfillment.
• Monitor inventory levels and flag reorder needs.
• Track production status and timelines in coordination with the production manager.
• Assist with content scheduling and basic social media management.
• Maintain Inbox Zero across email and calls/texts.
• Optimize and manage the founder's calendar, including meeting prep and follow-up notes.
• Manage communications and coordination with vendors and suppliers.
• Compile a recurring company scorecard/metrics summary for the founder.

Benefits

• Opportunity to work remotely from anywhere.
• Supportive and collaborative team environment.
• Learning and development opportunities.
• Potential Performance Bonuses.
• PTO.
• HMO after 3 months.