Executive Assistant to AI & Healthcare Executives

FreedUp is a small startup from Austin, TX - you'll work directly with our founders, Aaron Hayslip and Scott Frazier. Feel free to reach out to us and say hi on LinkedIn! We are an “Executive Assistant Agency” that matches elite founders and executives to world-class EAs.

We are looking for a highly motivated and organized individual to join our team as an Executive Assistant. In this role, you will provide top-tier administrative support to key executives at FreedUp, managing schedules, assisting with project coordination, and handling both business and personal tasks. The Executive Assistant will play a vital role in maintaining efficiency and ensuring seamless daily operations.

Schedule:

• Monday - Friday 8am-5pm CST
  

Pay Range:

• $800-$1500 monthly based on experience

Key Responsibilities:

Calendar and Schedule Management:

• Manage and coordinate calendars, ensuring meetings, appointments, and events are appropriately scheduled and updated.
• Ensure patient care hours are reflected on the calendar and manage schedule adjustments as needed.
• Coordinate family activities, including extracurriculars for children, such as lessons and sports.

Task Management:

• Track and manage task lists, prioritizing and organizing tasks for completion.
• Assist in preparing and compiling documents such as scorecards and business metrics.

Email and Communication:

• Manage email inboxes, triaging and responding to important messages.
• Follow up on pending communications and tasks.
• Coordinate with external and internal contacts as needed.

Project and Workflow Support:

• Assist in the management of ongoing business projects, such as clinic operations and other business activities.
• Support financial tasks, such as assisting with accounts receivable and light bookkeeping (categorizing transactions).
• Ensure timely completion of project-related tasks and reporting.

Family Support:

• Organize and plan family schedules, including managing conflicts between work and family activities.
• Coordinate with family members or staff to ensure the smooth running of personal tasks.

Business Administrative Support:

• Assist with the setup and management of digital tools, such as Notion, for organizing and tracking tasks.
• Provide research support for personal and business-related topics, such as finding professionals for specific tasks like bookkeeping.

Requirements

Qualifications:

• Minimum of 2-3 years of experience as an Executive Assistant or in a similar administrative role
• Bachelor's degree in Business Administration, Communications, or related field preferred
• A proven track record of supporting executives in a virtual setting is required
• C2 level proficiency in English, both written and spoken
• Prior experience as an executive assistant, preferably in a fast-paced, entrepreneurial environment.
• Proficiency with digital tools like Notion, Google Calendar, and Excel.
• Ability to handle sensitive information with discretion and confidentiality.

Preferred qualifications:

• Experience in physical therapy, a medical background, or tech expertise, as one of the co-founders is from an AI company.

Technical Requirements:

• Reliable high-speed internet connection with a minimum speed of 50 Mbps download and 10 Mbps upload.
• A modern computer or laptop with a multi-core processor (Intel i5 or higher/equivalent).
• Proficiency with remote communication tools such as Zoom, Microsoft Teams, Slack, or Google Meet.
• A noise-canceling headset with a microphone for clear communication.

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