FreedUp 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. You'll be the founder's right hand — keeping their calendar and inbox running smoothly while also helping manage customer relationships, gifting orders, vendor coordination, and reporting.This role is ideal for someone who thrives working independently, enjoys variety, and takes pride in catching the small details that keep a business running like clockwork.This is a full-time, remote position that requires strong written communication, organizational excellence, and accountability.Location: Fully RemoteJob Type: Full-TimeSalary: $1,000 - $1,700 per month (or based on experience)Requirements3+ years of experience in an Executive Assistant, Office Manager, or Operations Support roleProven experience managing email/calendar systems and scheduling for an executive or founderExperience with CRM tools (HubSpot, Zoho, Salesforce, Monday.com, or similar) — or strong aptitude to learn OdooComfort managing multiple workstreams (admin, sales support, logistics) without close supervisionStrong written and verbal English communication skillsDetail-oriented, with a demonstrated process for catching errors before they become problemsA reliable, dedicated home workspace with backup internet and equipmentAvailability to work full-time during US business hours (Central Time overlap preferred)Based in LATAMKey ResponsibilitiesCRM & Order Management (Odoo)Help set up and configure Odoo as the company's CRMMigrate order tracking off Apple Notes and into Odoo; track all orders and customer connections going forwardOwn the email back-and-forth involved in taking and confirming orders, including custom artwork/branding detailsCoordinate with internal staff on production hand-off, including custom leather stamp orders for branded itemsSales Support & SchedulingBuild and maintain a personal CRM system to track leads and relationshipsSupport Exec's sales process: prospecting, following up with potential clients, and schedulingBuild and maintain a CRM-based system for tracking leads and customer relationshipsManage Exec's relationship-gifting practice — e.g., sending care packages/gifts to people who engage with or shout him out on LinkedInCoordinate corporate gifting orders (custom logos, bulk quantities) from intake through fulfillmentCorporate Gifting CoordinationCoordinate custom, bulk corporate gifting orders from intake through fulfillmentTrack order specifications (logos, quantities, deadlines) and liaise with productionInventory & Production TrackingMonitor inventory levels and flag reorder needsTrack production status and timelines in coordination with the production managerSocial Media & Marketing SupportAssist with content scheduling and basic social media managementSupport marketing initiatives tied to corporate gifting and brand visibilityEmail & Calendar ManagementMaintain Inbox Zero across email and calls/textsOptimize and manage the founder's calendar, including meeting prep and follow-up notesSend birthday/occasion reminders and manage relationship touchpointsMaintain Inbox Zero across email and calls/textsGet Exec set up on Notion and extract action items out of email into a trackable to-do system (he currently tracks nothing centrally)Run a daily workday shutdown routine and a weekly planning process with JoeOptimize and manage Exec's calendar, including meeting prep, confirmations, and follow-up notesVendor & Supplier ManagementManage communications and coordination with vendors and suppliersTrack orders, deliveries, and vendor relationshipsReportingCompile a recurring company scorecard/metrics summary for the founderNice to HaveExperience with inventory or production tracking, ideally in a small manufacturing, retail, or ecommerce businessFamiliarity with corporate gifting, bulk order fulfillment, or custom/B2B order coordinationSocial media management or basic content/graphic design experience (e.g., Canva)Prior experience with Odoo, or willingness to learn it quicklyExperience supporting a founder/small business owner directly (rather than in a large corporate environment)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
FreedUp 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. You'll be the founder's right hand — keeping their calendar and inbox running smoothly while also helping manage customer relationships, gifting orders, vendor coordination, and reporting.
This role is ideal for someone who thrives working independently, enjoys variety, and takes pride in catching the small details that keep a business running like clockwork.
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 - $1,700 per month (or based on experience)
Requirements
- 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
- Comfort managing multiple workstreams (admin, sales support, logistics) without close supervision
- 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
Key Responsibilities
- CRM & Order Management (Odoo)
- 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
- Sales Support & Scheduling
- 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
- Build and maintain a CRM-based system for tracking leads and customer relationships
- 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
- Corporate Gifting Coordination
- Coordinate custom, bulk corporate gifting orders from intake through fulfillment
- Track order specifications (logos, quantities, deadlines) and liaise with production
- Inventory & Production Tracking
- Monitor inventory levels and flag reorder needs
- Track production status and timelines in coordination with the production manager
- Social Media & Marketing Support
- Assist with content scheduling and basic social media management
- Support marketing initiatives tied to corporate gifting and brand visibility
- Email & Calendar Management
- Maintain Inbox Zero across email and calls/texts
- Optimize and manage the founder's calendar, including meeting prep and follow-up notes
- Send birthday/occasion reminders and manage relationship touchpoints
- Maintain Inbox Zero across email and calls/texts
- Get Exec set up on Notion and extract action items out of email into a trackable to-do system (he currently tracks nothing centrally)
- Run a daily workday shutdown routine and a weekly planning process with Joe
- Optimize and manage Exec's calendar, including meeting prep, confirmations, and follow-up notes
- Vendor & Supplier Management
- Manage communications and coordination with vendors and suppliers
- Track orders, deliveries, and vendor relationships
- Reporting
- Compile a recurring company scorecard/metrics summary for the founder
Nice to Have
- Experience with inventory or production tracking, ideally in a small manufacturing, retail, or ecommerce business
- Familiarity with corporate gifting, bulk order fulfillment, or custom/B2B order coordination
- Social media management or basic content/graphic design experience (e.g., Canva)
- Prior experience with Odoo, or willingness to learn it quickly
- Experience supporting a founder/small business owner directly (rather than in a large corporate environment)
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
Ironically, most founders are too busy to find, train and onboard an Executive Assistant. At FreedUp, we do it all for you. Fill out one form, have one meeting with us, and in less than 45 days, we'll match you to a world-class assistant, custom-build all your systems, and handle 100% of onboarding.
Ironically, most founders are too busy to find, train and onboard an Executive Assistant. At FreedUp, we do it all for you.
Fill out one form, have one meeting with us, and in less than 45 days, we'll match you to a world-class assistant, custom-build all your systems, and handle 100% of onboarding.
