Department: Admin and Executive Assistance

Work Arrangement: Remote

Job Type: Independent Contractor, Full Time

Work Schedule: US Time Zone (candidate expected to be flexible with the client's preference)

Locations: Philippines, LATAM, South Africa, Kenya, and other remote regions with excellent English communication skills

About Pearl Talent

Pearl works with the top 1% of candidates from around the world and connects them with the best startups in the US and EU. Our clients have raised over $5B in aggregate and are backed by companies like OpenAI, a16z, and Founders Fund. They're looking for the sharpest, hungriest candidates who they can consistently promote and work with over many years. Candidates we've hired have been flown out to the US and EU to work with their clients, and even promoted to roles that match folks onshore in the US.

Hear why we exist, what we believe in, and who we're building for: WATCH HERE

Why Work with Us

At Pearl, we're not just another recruiting firmwe connect you with exceptional opportunities to work alongside visionary US and EU founders. Our focus is on placing you in roles where you can grow, be challenged, and build long-term, meaningful careers.

Role Overview

The Executive Assistant serves as the operational backbone for founders, CEOs, and senior leadership teams in fast-paced startup environments. This role goes beyond traditional administrative workyou'll manage time, systems, and communication while anticipating needs before they arise, driving alignment across priorities, and enabling executives to focus on strategy, partnerships, and growth. This is a high-trust, high-autonomy position perfect for someone who thrives on solving operational challenges and is excited by the opportunity to scale into Chief-of-Staff-level responsibilities.

Your Impact

Your efforts will maximize executive leverage by managing time, tasks, and communication with precision. You'll build and maintain operational systems that enhance clarity and efficiency across the organization. Acting as a communication hub, you'll ensure updates, deliverables, and follow-ups never slip through the cracks. You'll drive accountability through structure, tools, and proactive problem-solving while continuously evolving operational workflows through automation and process improvement.

Core Responsibilities

Executive Support & Communication (35%)

Manage executive calendars, inboxes, and priorities to ensure maximum productivity (aim for inbox zero)
Draft, proof, and send professional internal and external communications on behalf of leadership
Prepare meeting briefs, agendas, and follow-ups ensuring executives are always context-ready
Coordinate meetings with internal and external stakeholders across multiple time zones
Manage task lists and close 90%+ of delegated items within 48 hours
Track deadlines, commitments, and action items to ensure timely execution
Maintain proactive oversight of ongoing projects to ensure on-time delivery

Operational Systems & Workflow Management (30%)

Maintain dashboards and documentation in Notion, Asana, and other internal tools
Create, update, and refine SOPs to improve consistency and operational efficiency
Build structure around recurring workflows through automation and process mapping
Monitor task completion and reduce recurring errors or missed deadlines
Streamline recurring workflows and support cross-functional operational processes
Facilitate team communication, shared workspaces, and progress tracking systems
Support operations including vendor coordination and task management

Calendar, Travel & Administrative Coordination (20%)

Own complex calendar management including internal meetings, external calls, and priority-based scheduling
Coordinate and book travel arrangements (flights, hotels, transportation) with detailed itineraries
Handle inbox triage: flag urgent messages, draft replies, file emails, and ensure nothing slips through
Support legal and administrative documentation (routing forms, signatures, deadline tracking)
Coordinate personal appointments, reservations, and occasional household/vendor support as needed
Protect executive time by managing schedule conflicts and ensuring adequate focus time

Research, Documentation & Strategic Projects (15%)

Conduct industry, competitor, and market research to support executive decision-making
Compile concise briefs, summaries, and actionable insights from research
Manage internal communications such as weekly team updates and stakeholder notes
Research new tools and AI automations to improve operational speed and accuracy
Support reporting on performance metrics, market trends, and strategic opportunities
Identify potential issues early and propose proactive solutions
Assist with special projects including light due diligence and business development initiatives

Requirements

Must-Haves (Required)

Experience: 1-2+ years as an Executive Assistant, Admin Specialist, Operations Partner, or supporting C-level executives in fast-paced environments
Executive Support: Proven ability to manage calendars, inboxes, and founder/CEO-level communication
Communication: Excellent written and verbal English communication skills; clear, concise, and professional
Organization: Exceptional attention to detail, organization, and time management capabilities
Tech Proficiency: Comfortable with Google Workspace, Microsoft Office, and modern productivity tools
Proactive Mindset: Strong ownership mentality with ability to anticipate needs and take initiative
Discretion: High levels of confidentiality and professionalism when handling sensitive information
Remote Experience: Demonstrated ability to work remotely with leaders across time zones
Problem-Solving: Ability to think critically, manage competing priorities with urgency and precision
Follow-Through: Demonstrated reliability in completing tasks and meeting deadlines consistently

Nice-to-Haves (Preferred)

Bachelor's degree preferred
Background in healthcare, startups, AgTech, telecommunications, or project management
Experience building SOPs, internal systems, or operational documentation
Exposure to AI tools for automation and productivity enhancement
Familiarity with analytics, reporting, or data-driven decision support
Experience supporting M&A, investor relations, or due diligence processes
Experience with CRM systems or project coordination tools
Basic spreadsheet skills (sorting, filtering, formulas like SUM, IF, VLOOKUP)
Prior startup or high-growth company experience

Tools Proficiency

Must-Haves (Required)

Email & Messaging: Gmail, Outlook, Slack, Microsoft Teams, WhatsApp
Calendar & Scheduling Tools
Google Workspace (Docs, Sheets, Drive, Calendar)
Microsoft Office Suite (Word, Excel, PowerPoint)
Zoom or equivalent video conferencing platforms
AI Tools: ChatGPT, Claude, Perplexity, or similar AI assistants

Nice-to-Haves (Preferred)

Project Management: Notion, Asana, Trello, ClickUp, Airtable
Automation: Zapier or similar workflow automation tools
CRM Platforms: Pipedrive, HubSpot, Salesforce, ConnectWise
Finance: QuickBooks or similar bookkeeping tools
E-commerce: Amazon Seller Central, Shopify
Communication: Loom for video messaging
LinkedIn for professional networking and outreach

Benefits

Competitive Salary: Based on experience and skills
Remote Work: Fully remote work from anywhere
Generous PTO: In accordance with company policy
Direct Mentorship: Access to global industry leaders
Learning & Development: Continuous growth resources
Global Networking: Work with international teams
Health Coverage (Philippines only): HMO after 3 months (full-time)

Our Recruitment Process

Application

Skills Assessment

Initial Screening

Top-grading Interview

Client Matching

Job Offer

Onboarding

Ready to Join Pearl Talent

If you're a driven professional ready to work with exceptional founders building the next generation of world-class companies, we'd love to meet you. Apply now to unlock opportunities where your growth, impact, and success are our top priorities.

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