Job Description
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 (based on experience)
- 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)
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
