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FreedUp

Executive Assistant – Sales Operations, Personal Support

FreedUp

. Maintain the Notion CRM by adding leads and deals, updating stages and last-contact dates, and ensuring clear next steps.

Posted 11/3/2026full-timeRemote • PhilippinesMid-LevelSenior💰 $1,000 - $1,700 per monthWebsite

Core Competencies

Role fit
Core Competencies

Use this summary to align your resume positioning with the role.

Demonstrates expertise in CRM management, particularly with Notion, and excels in coordinating sales activities while maintaining high attention to detail. Proficient in handling both business and personal tasks with discretion and professionalism.

Highest-signal resume keywords
CRM ManagementSales CoordinationPayroll ProcessingAI Tool UtilizationFluent English (C2)

ATS Keywords

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Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills
CRM OrganizationPayroll ProcessingDocument PreparationSales SupportTravel CoordinationLead ManagementData EntryFollow-Up TrackingTask ManagementDetail Orientation
Soft Skills
ProactiveOrganizedProfessionalCalm Under PressureStrong Follow-Through
Tools & Technologies
NotionZoomOutlookCalendlyDropboxDocuSignGoHighLevelClaudeChatGPT
Industry Keywords
Sales Team SupportLuxury Market ExperienceClient DiscretionAdministrative SupportHigh-End Sales

About the role

Key responsibilities & impact
  • Maintain the Notion CRM by adding leads and deals, updating stages and last-contact dates, and ensuring clear next steps.
  • Convert sales Zoom call transcripts into CRM records, next steps and assigned follow-ups using AI tools such as Claude.
  • Coordinate two sales representatives, ensure leads are worked, CRM records are updated and next steps are in place.
  • Keep aircraft listings visible and book team travel when needed.
  • Identify stale deals and missed follow-ups and escalate them.
  • Manage availability across Outlook and Calendly, handle rescheduling and send scheduling emails.
  • Send end-of-day text previews covering the next day’s meetings, logistics, documents and workout time.
  • Monitor the inbox, AI-generated email summaries, and Instagram and TikTok DMs for new leads.
  • Organize aircraft photos, videos, specifications, brochures, maintenance reports, contracts, LOIs, purchase agreements and deposit confirmations in Dropbox.
  • Prepare and track documents in DocuSign.
  • Process payroll for a team of approximately six people.
  • Respond to new pool-company leads through GoHighLevel.
  • Assist with vehicle registrations and administrative paperwork.
  • Book domestic travel two to three times per month and handle check-in.
  • Track anniversaries, birthdays and special dates and arrange flowers and gifts.
  • Handle personal tasks and support the entrepreneur as a proactive second brain.

Requirements

What you’ll need
  • 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.
  • Highly proactive: 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.
  • 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.
  • Experience with Notion, especially as a CRM, preferred.
  • Experience using AI tools such as Claude or ChatGPT in daily work preferred.
  • Experience supporting a sales team, ideally in a high-end or luxury market, preferred.
  • Payroll processing experience preferred.
  • Familiarity with Outlook, Calendly, Zoom, Dropbox, DocuSign and GoHighLevel preferred.

Benefits

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