Executive Assistant - Sales Operations & Personal Support

About FreedUp

FreedUp places talented Executive Assistants with founders and executives at growing US companies. We free leaders up by saving them time and effort so they can focus on the work only they can do. For our EAs, we aim to be one of the best US companies for LATAM and Filipino talent, with a supportive environment and real room to grow.

About the role

We're looking for a sharp, proactive Executive Assistant to be the "second brain" for a fast-moving US entrepreneur. He runs a growing private aircraft sales business, where many leads come in through his social media content, and he co-owns a pool services company.

You'll keep his sales pipeline watertight, coordinate his sales team, stay on top of his schedule and files, and help with the personal details that make life run smoothly. You won't just follow instructions: he wants someone who audits how things are done, spots the low-hanging fruit, and tells him what to hand off next. Almost all of your work will be behind the scenes; client calls and onboarding stay with him and his sales team.

Compensation: 1,000 to 1,700 USD per month (Depends on Experience)

Location: Remote, Philippines (must work US business hours)

Job Type: Full-time

What you'll do

CRM and sales team coordination (main priority)

• Keep the Notion CRM watertight: add new leads and deals, update stages and last-contact dates, and make sure every deal has clear next steps.
• Turn calls into action: after each sales Zoom call, use the call transcript and AI tools such as Claude to log the contact in the CRM, write next steps and assign follow-ups to the right sales rep.
• Coordinate the sales team: follow up with the two sales reps to make sure leads are worked, the CRM is updated and next steps are in place. Help keep aircraft listings visible and book the team's travel when needed.
• Flag what's slipping: spot stale deals or missed follow-ups and raise them before they cost a sale.

Calendar, reminders and inbox

• Manage his availability in real time across Outlook and Calendly, handle reschedule requests, and send occasional scheduling emails to clients.
• Send an end-of-day text previewing tomorrow: meetings, addresses, links, documents to sign and anything he needs to bring, plus a suggested time for his daily workout.
• Monitor his inbox and keep an eye on AI-generated email summaries so nothing important is missed.
• Watch social media DMs on Instagram and TikTok and flag new leads quickly.

Files and documents (day one)

• Move aircraft photos, videos, spec sheets, brochures, maintenance reports, contracts, LOIs, purchase agreements and deposit confirmations from email into the right Dropbox folders, following a clear SOP.
• Help prepare and track documents in DocuSign.

Pool company support (day one)

• Process payroll for a small team of about six people.
• Help respond quickly to new leads that come in by text through GoHighLevel.
• Help with vehicle registrations and other admin paperwork.

Travel and personal support

• Book domestic travel two to three times a month based on his saved preferences (seats, direct flights, times), and handle check-in.
• Remember anniversaries, birthdays and special dates, and arrange flowers and gifts within a set budget.
• Take on personal tasks with enthusiasm. No task is too small.

Our hiring process

• Apply online
• Record a short Loom video introducing yourself/ Prescreen call with a recruiter
• Final Interview with our Recruiting Lead
• Complete a work evaluation
• Final interview with the client

Requirements

Must-haves

• At least 3 years of experience as an Executive Assistant, Sales Coordinator or in a similar support role.
• Experience keeping a CRM or pipeline organized and up to date.
• Exceptional attention to detail and strong follow-through. You never leave anyone waiting.
• Highly proactive: you anticipate needs, suggest improvements and take ownership without being told.
• Native-level or fully fluent English (C2), including idioms and casual conversation.
• Organized, disciplined and professional, with a calm, drama-free approach.
• A good communicator who is comfortable texting and calling throughout the day.
• Comfortable with both business and personal tasks.
• High discretion with client, financial and payroll information.
• Available full-time from 9 AM to 5 PM US Central Time.
• Reliable high-speed internet and a quiet home office setup.

Nice-to-haves

• A good sense of humor and an easygoing, likable personality.
• Experience with Notion, especially as a CRM.
• Experience using AI tools such as Claude or ChatGPT in daily work.
• Experience supporting a sales team, ideally in a high-end or luxury market.
• Payroll processing experience.
• Familiarity with Outlook, Calendly, Zoom, Dropbox, DocuSign and GoHighLevel.

Benefits

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