Executive Assistant - Operations and Client Support (Part-Time, Remote)

About the role

FreedUp places Executive Assistants with founders and executives at growing US companies. This part-time, fully remote position supports the US-based co-founder of a leadership coaching and development firm that helps founders and leadership teams grow their people through coaching, group programs, strategic planning and coach training, and also serves nonprofits and ministries. The firm has doubled its revenue this year and the founder spends too much time on admin; the EA will own the operational backbone of the firm.

Key responsibilities

• Scheduling and coordination: manage the founder's calendar, coordinate availability across clients, coaches and internal team members, and handle the back-and-forth of aligning people for meetings, sessions and programs.
• Coaching operations: run the coaching management system, including onboarding new clients, offboarding finished engagements and keeping coach records up to date; keep clients, coaches and the team informed, for example by sending summaries after group sessions.
• Own internal communication so updates go out on time, every time.
• Course and program administration: set up and manage the logistics of coaching courses and group leadership programs, and support students and participants.
• Sales support: prepare client proposals using existing templates and help improve them, and build and format materials in Canva and Google Slides.
• Process and partnership: lead a weekly check-in with the founder, create and maintain living SOPs, and propose practical fixes for gaps and inefficiencies.

Required profile

• At least 3 years of experience as an Executive Assistant, Operations Assistant, Virtual Assistant or in a similar support role.
• Excellent written and spoken English (C1 or above).
• Proactive and solution-oriented, comfortable with some ambiguity in a small, growing business.
• Responsive and timely during agreed working hours that overlap with US Central Time.
• Nice-to-have: experience with coaching, consulting, training or education businesses, online courses, proposals, nonprofits, SOPs, AI tools, Google Workspace, Slack and Zoom.

Required skills

• Calendar management and multi-party scheduling.
• Working knowledge of Canva and Google Slides.
• Comfortable learning and administering new software systems such as a CRM or client management tool.

Hiring process

• Apply online.
• Record a short Loom video introducing yourself.
• Interview with the recruiting team and complete a work evaluation (including a short proposal or slide formatting task in Canva or Google Slides).
• Final interview with the client.

What we offer

• International experience and the opportunity to work remotely from anywhere.
• Supportive and collaborative team environment and learning and development opportunities.
• Potential performance bonuses, PTO and HMO after 3 months.