Executive Assistant - Sales Operations & Personal Support

About the role

FreedUp places Executive Assistants with founders and executives at growing US companies. This role is for a fast-moving US entrepreneur running a private aircraft sales business and co-owning a pool services company. The EA acts as a second brain: owning the CRM, keeping the sales team on track, managing the calendar, files and travel, and helping with personal details. The role is remote in LATAM, full-time, and pays 1,000 to 1,700 USD depending on experience.

Key responsibilities

• Own the Notion CRM: keep deal stages, last-contact dates and next steps current, add and flag deals, and turn Zoom call transcripts into CRM entries with follow-ups delegated to the right sales rep.
• Coordinate the two sales reps, keep their leads and deals updated, and give the owner consolidated pipeline overviews.
• Manage Dropbox filing from day one: move aircraft photos, videos, spec sheets, brochures, contracts, LOIs, APAs and deposits into the right folders following a clear SOP.
• Manage the Outlook calendar and availability for Calendly bookings, handle rescheduling, and send a daily summary of meetings, documents to sign and a suggested workout time.
• Book 2-3 mostly domestic trips a month, following preferences for direct flights and exit-row seats, and handle check-in and confirmations.
• Handle waivers, vehicle registrations and paperwork, remember birthdays and anniversaries, arrange gifts within a set budget, and process payroll for the pool company (about six people).
• Possibly monitor GoHighLevel for new pool leads and reply quickly by text; the owner handles all client calls and onboarding himself.

Required profile

• At least 3 years of experience as an Executive Assistant, Sales Coordinator or in a similar support role.
• Proactive, highly organized and detail-oriented, able to audit systems and spot gaps without being told.
• Excellent written and spoken English, comfortable with both business and personal tasks, and discreet with client, financial and payroll information.
• Full-time availability 9 AM to 5 PM US Central Time, with reliable high-speed internet and a quiet home office.

Required skills

• Notion as a CRM (nice to have)
• Outlook, Dropbox, Zoom, Calendly, DocuSign, GoHighLevel and Kayak
• Comfort with AI tools such as Claude (nice to have)

What we offer

• Compensation in USD, year-end bonus plus other applicable bonuses
• Health insurance allowance
• PTO and holidays
• Training and ongoing support from the FreedUp team