Freight Innovation - Executive Assistant

Hey there, I’m Gabe from Freight Innovation. We’re a fast-moving company helping reshape the freight and logistics space - and that means staying highly organized, moving quickly, and always improving how we operate.  I’ve worked closely with our CEO, Steve, for years, and we’re now looking for someone amazing to support him and help make all aspects of his professional life run smoothly. Steve’s an incredibly smart guy with big ideas and a fast brain - which means he thrives when he has the right systems, structure, and support around him. That’s where you come in.  You won’t just be managing a calendar or an inbox. You’ll be building order, improving processes, and helping drive momentum in the business. If you’re a fast, curious learner who thrives on bringing clarity to dynamic environments and staying one step ahead of what’s needed, you’ll fit right in! We’re looking for an Executive Assistant to the CEO who’s detail-driven, calm under pressure, and thrives in fast-paced environments. You’ll bring a mix of strong executive support, top-notch written communication, and a sharp sense of organization - especially when it comes to sales support, follow-ups, and task management. More specifically, you will: 🗓️ Manage the CEO’s calendar, inbox, and task list with precision and foresight 📄 Prepare the CEO for meetings by gathering materials, context, and drafting follow-ups 📬 Draft and organize internal and external communication with clarity and professionalism 🔁 Maintain and optimize CRM tools like HubSpot to track sales pipeline and follow-ups 💡 Collaborate with the operations team to ensure sales processes run smoothly 🧠 Keep clear, organized notes to support continuity with key clients and partners The ideal candidate is calm and composed, even when things are moving fast. You notice the little things, ask the right questions, and stay five steps ahead.  You’re proactive, take initiative without waiting to be told, and communicate clearly and professionally. You respect confidentiality, think strategically, and genuinely enjoy creating order in busy environments.  You take ownership of your work - and pride in doing it well! Working Hours ⏰: This is a full-time role with flexibility on start and end time, as long as most of your hours overlap with U.S. Mountain Time (Denver-based).Ideally working up to 3pm US Mountain time. Requirements To excel in this role, you need to have:  ✅ 3 to 5 years of experience as a Virtual Executive Assistant ✅ Proven track record of providing support to CEOs or senior executives in the US or international settings. ✅ Experience managing inboxes and calendars in fast-paced, dynamic environments ✅ Excellent written communication skills and clarity in tone ✅ Strong grasp of sales process support and pipeline tracking ✅ Proven ability to structure communication and workflows around executive priorities ✅ Strong business understanding to quickly align with company goals and language Brownie points for: ⭐ Experience with CRM platforms with sales pipelines, like HubSpot ⭐ Familiarity working with operations teams to support cross-functional communication ⭐ Proficient using AI tools to draft communications, summarize meetings and streamline tasks ⭐ Ability to support fast-paced personalities while reinforcing focus and structure ⭐ Experience with shared task systems for accountability and visibility ⭐ Track record of taking ownership beyond admin work to improve systems and efficiency Benefits What’s in it for you? 💰 Salary : $2,500 - $3,000 per month 🕒 Full-time: Fully remote role 🌴 Paid Time Off : 25 Paid Time Off (PTO) days per year+ 6 U.S. Federal Holidays observed 🩺 Health insurance contribution 🎁 End-of-year bonus *Please note that this is a gross salary and that you are responsible for any tax-related procedures in your country of residence. We kindly ask you to apply only if you are happy to work remotely as an independent contractor. Only candidates from LATAM are eligible to apply for this position., and applicants from other areas will not be considered. The JobRack team are working with Freight Innovation  to help them find their new team member.  The hiring process for this position will include the following steps: Completing the application form on JobRack. Recording a short video introduction of yourself. If shortlisted, completing test tasks. Attending video interviews to discuss your previous experience and the new role in more detail. The JobRack team has gained a full understanding of Freight Innovation’s needs and will review, filter, screen and test candidates in line with this. To ensure your application is considered, take the time to carefully read the job description and submit a high-quality application. We will, of course, provide you with feedback throughout the process. At the request of our client, applications for this position must be submitted through JobRack and direct contact with the employer is not allowed.  We are committed to maintaining a respectful and professional environment for our jobseekers, our clients and the JobRack team. Any form of abuse or disrespect towards our team will result in immediate disqualification from this and all future opportunities through JobRack. Please note that this position requires 100% commitment and is not suitable for those seeking a side job, freelance work, or part-time employment. It is important to only apply if you intend this to be your primary and only full-time job. Any attempts to work multiple full-time jobs without the knowledge of your employer may result in termination and a ban from applying to other jobs on the JobRack site.   Got questions about working remotely? Check out JobRack’s FAQ for answers to everything you might want to know. https://jobrack.eu/jobseeker-faq