Remote Executive Assistant - Business Operations & BD Support

FreedUp is seeking a proactive and detail-oriented Executive Assistant (EA) to support the Founder of a remote-first company building innovative geospatial and open-source software systems. This role is ideal for someone who thrives on structure, accountability, and operational clarity — a professional who can turn complex processes into seamless execution without needing heavy hand-holding.

We're looking for a proactive, detail-oriented Executive Assistant to directly support the Founder — helping streamline both business operations and day-to-day logistics so they can stay focused on building and growing the company. Because the team is fully remote and distributed, this EA needs to be comfortable operating async, communicating clearly in writing, and managing priorities independently.

Above all, the Founder is looking for consistency and proactive follow-through . She'd rather have someone who handles a recurring task the same way every time and reports back without being asked, than someone who is occasionally brilliant but unpredictable.

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 Coordinator, or similar role supporting senior leadership, ideally in a technical or startup environment. Excellent written and verbal communication skills — with a track record of proactive, consistent communication rather than waiting to be asked for updates. Tech-savvy and comfortable working in digital ecosystems (Slack, Gmail, Google Workspace, CRM/project management tools). Comfortable learning new tools independently and setting up better ways of working with them (e.g., automations), rather than expecting mastery to be handed to you. Strong organizational and prioritization abilities — able to work independently in an async, distributed team. Proven ability to manage sensitive information with sound judgment about who should see what, not just tool-level confidentiality. Proactive, self-directed, and thrives in an environment with evolving needs; comfortable operating with minimal oversight. Reliable when it comes to calendar commitments — once something is confirmed, it's honored; changes are communicated and explained rather than simply missed. Comfortable owning deadlines proactively — including spotting dates buried inside documents (like a procurement RFP) rather than waiting for them to be called out. Experience supporting business development, CRM upkeep, or sales pipeline coordination is a plus. Experience coordinating (not necessarily authoring) proposals or bid documents is a plus. Basic knowledge of expense reporting, reconciliation, or bookkeeping preferred. Technical Requirements: Reliable high-speed internet and a modern home office setup.

Strong Differentiators (not required, but a plus)

Prior experience supporting an executive or leadership team, especially exposure to how executive meeting agendas are structured — useful as the Founder restructures her own this quarter. Comfortable giving and receiving direct feedback — willing to flag it if asked to take on too much, or if something was quietly handled solo after being delegated, rather than just executing silently.

Nice to Haves

Comfortable navigating dense procurement documents (e.g., project-managing a 100+ page RFP — extracting pricing instructions, page counts, and formatting rules scattered across the document and its amendments). Openness to eventually taking on full email/inbox triage once a high-trust working relationship is established (not expected at launch). Basic comfort with technical writing (e.g., drafting a short passage on a technical topic like an API) — a bonus, not an expectation.

Key Responsibilities

Inbox & Communications Management: Maintain Inbox Zero across email and calls/texts. Triage and respond on behalf of the Founder where appropriate, flag priorities, and keep communications moving without letting things fall through the cracks. Calendar Management & Time Protection: Own and optimize the Founder's calendar, protecting focus time, coordinating meeting scheduling, and confirming, preparing, and taking notes for meetings. Once a meeting is confirmed, it's treated as a firm commitment — no missed RSVPs. Business Development Admin & CRM Upkeep: Maintain and update the CRM and BD pipeline, support prospecting of potential clients, and track business development activity end to end. Proposal & Bid Coordination: Coordinate the preparation of proposals and bids (including government bids covering technical and policy topics), managing timelines, formatting, and inputs from relevant contributors — including proactively surfacing deadlines that are buried in the source documents rather than clearly stated. Travel & Event Coordination With Judgment: Plan and manage business travel logistics, including flights, accommodations, and detailed itineraries. Pre-screen the high volume of event/conference invites that come in, flag genuine conflicts (e.g., "you've got three events in two weeks — we think this one, want me to book it?"), and apply the Founder's known personal preferences without needing to ask each time. Expense Reporting & Reconciliation: Handle recurring expense reporting and reconciliation processes, keeping records accurate and organized. Conference Research & Coordination: Research relevant industry conferences and coordinate attendance logistics. Internal Communications & Team Coordination: Serve as a communication link between the Founder and the internal team, keeping updates clear and timely across channels. Personal & Life Admin Support: Manage doctor appointment scheduling and other personal logistics as needed. Reporting: Compile a company scorecard and provide structured, proactive updates on priorities, progress, and deadlines — without being asked. Social Media: Support publishing of social media content as needed. Event Planning (future scope): Support event planning and coordination as this responsibility area develops.

Benefits

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