Executive Assistant - EOS Implementer Support (Full-Time / Two-Client Coverage)

"FreedUp is seeking a proactive and detail-oriented Executive Assistant (EA) to support a Founder and EOS Implementer who runs quarterly and annual sessions for a portfolio of client businesses. This role is ideal for someone who thrives on structure follow-through and turning scattered notes recordings and ideas into organized actionable systems. We re a high-performance team with a culture built around accountability clarity and efficiency. We re looking for a proactive detail-oriented Executive Assistant to directly support our client — helping streamline his session workflow inbox and daily operations so he can stay focused on implementing EOS with clients developing relationships and writing. This is a part-time remote position that requires strong written communication organizational excellence and comfort working with AI-assisted tools like Plaud and Ninety.io. Set up Shared EA by two executives

Location

Fully Remote- LATAM

Job Type

Full-Time (this role combines two part-time client engagements — approx. 15-20 hrs/week with each client) Salary $1000– $1800 per month (based on experience and hours)

Requirements

3+ years of experience as an Executive Assistant Operations Coordinator or similar role supporting senior leadership or a solo consultant/founder. Excellent written and verbal communication skills. Tech-savvy and comfortable working across a varied digital toolset including AI note-taking and transcription tools. Direct experience with or strong aptitude for quickly learning Plaud (AI recording/transcription device) — you ll be responsible for syncing organizing and turning session recordings into polished summaries. Familiarity with or willingness to learn Ninety.io or similar EOS software (Ninety Bloom Growth/Stretti) used to track client rocks issues and scorecards. Strong organizational and prioritization abilities comfortable building a system from scratch when one doesn t exist yet. Proven ability to manage sensitive information with discretion including personal and financial details. Proactive self-directed and comfortable asking ""what s the best way to capture this?"" rather than waiting to be told. Experience managing both business and personal responsibilities for a founder or executive is a plus. Basic knowledge of bookkeeping invoicing or QuickBooks preferred. Technical

Requirements

Reliable high-speed internet and a modern home office setup.

Key Responsibilities

Session Process Management Own the end-to-end workflow around client sessions (roughly 4–10 per month). Handle pre-session prep (venue confirmation invoicing materials) and post-session wrap-up (payment/deposit tracking updating client records and session trackers). Sync and organize recordings from the Plaud device and consolidate Plaud transcripts board photos and handwritten notes into a single clean session summary. Inbox Management Triage the inbox daily toward zero using a four-category system (Action Needed Follow Up If Interested Read) archiving rather than deleting. Draft and send routine responses and post-session follow-up emails from templates and file recurring items (receipts prospecting/spam) into the right folders. Capture System & Content Support Build and maintain a single reliable capture system for to-dos issues and article/content ideas that currently live scattered across Google Tasks Notion and paper notes. Help transform captured thoughts and session observations into draft articles or content pieces. Client Records & EOS Software Keep client journey records and session trackers up to date and maintain data in Ninety.io (or the applicable client s EOS software) to track ratings rocks and outcomes across the client portfolio. Financial & Administrative Support Manage recurring invoicing for client sessions in QuickBooks support basic bookkeeping categorization and bank reconciliation and track personal expense categorization (e.g. via Copilot) as needed. Travel & Event Coordination Book flights and hotels (including via Marriott Bonvoy) and research and plan the annual multi-week summer trip and other travel logistics. Home & Personal Support Manage a separate personal inbox (kept distinct from EOS-affiliated email) pay bills help enroll kids in activities coordinate vehicle maintenance appointments and monitor a legacy personal-project inbox. Reporting & Accountability Provide structured weekly updates on session prep status inbox status and outstanding to-dos and support ongoing refinement of SOPs as new processes are adopted. Tools & Communication Plaud (AI recording/transcription device) — central to session capture comfort managing sync renaming and summary generation is essential. Ninety.io — primary EOS software for tracking client progress rocks and issues. Notion Google Workspace (Gmail Calendar Drive Tasks) QuickBooks Claude ChatGPT NotebookLM 11 Reader. Preferred Communication Text/direct message (daily) email summaries weekly check-in calls.

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"