Remote Executive Assistant - Operations & CEO Support

FreedUp is seeking a proactive, detail-oriented Executive Assistant (EA) to support the Founder and CEO of a growing, London-based company. The founder recently bought the business back from its parent company and, in the process, deliberately gave up his own right-hand support to feel where the operational gaps were — this role is what comes next.

This is the CEO's right hand: owning his calendar and inbox, building a reliable system for tracking commitments and deadlines across the entire leadership team, and taking recurring administrative work off the business entirely. This isn't a "book travel and schedule meetings" role — it's about removing the CEO as a bottleneck in decision-making so he and his leadership team can stay focused on strategy and execution.

This is a full-time, remote position that requires strong written communication, organizational excellence, and accountability.

Location: Fully Remote

Job Type: Full-Time

Salary: $1,000 - $1,800 per month (based on experience)
Requirements

- 3+ years of experience as an Executive Assistant, Operations Manager, or similar role supporting senior leadership — a deep operations background is strongly preferred over a purely administrative one.

- Excellent written and verbal communication skills; advanced/fluent English (C1-C2).

- Tech-savvy and comfortable working across digital ecosystems (Google Workspace, Slack, Notion, or similar).

- Strong organizational and prioritization abilities, with a personal productivity system that's more reliable than most people's — you need to be able to close your own loops before you can be trusted to close someone else's.

- Proven ability to manage highly sensitive and confidential information with discretion.

- Proactive and self-directed — comfortable making judgment calls and following through without checking in on every detail.

- Comfortable moving fluidly between high-level coordination (chasing decisions, prepping for meetings, liaising with partners) and hands-on admin (chasing an invoice, fixing a spreadsheet, confirming a payment landed).

- Basic knowledge of bookkeeping, invoicing, or commission/reconciliation processes preferred.

- Technical Requirements: Reliable high-speed internet and a proper, quiet home office setup.

Key Responsibilities

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Calendar & Inbox Management: Take full ownership of the CEO's calendar and inbox — scheduling, protecting focus/deep-work time, flagging priorities, and drafting or sending responses on his behalf where appropriate.

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Commitment & Deadline Tracking: Design and run a company-wide system for tracking commitments, follow-ups, and deadlines — not just for the CEO but across the leadership team — so nothing falls through the cracks.

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Meeting Preparation: Prepare the CEO for internal and external meetings, ensuring he arrives with everything he needs and leaves with no loose ends.

- R ecurring Admin & Finance Support: Own recurring administrative work currently sitting with the leadership team, including:

- Tracking commission payments — confirming client payment has landed, running the calculation, and passing it to payroll each month.

- Following up on accounting reconciliation issues, chasing down missing invoices or receipts.

- Generating, sending, and chasing invoices.

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Time Protection & Batching: Proactively batch items that need the CEO's direct input (approvals, signatures, contract sign-off) into short, focused working sessions, rather than letting them interrupt his day piecemeal.

- C ommunication & Coordination: Act as the central point of contact between the CEO, the leadership team, and external partners, keeping communication clear, professional, and timely.

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Reporting & Accountability: Provide structured updates on open items, priorities, and deadlines, and help the CEO run a genuine "no open loops" system — if it's on his plate, you know about it and are actively driving it to closure.

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Tools & Communication: Google Workspace