Executive Assistant (Team Operations & Onboarding)

Description

Job Position:Executive Assistant (Team Operations & Onboarding)

Work Arrangement: Fully Remote

Job Type: Full-time, Independent Contractor

Work Schedule: MondayFriday, 9:00 AM to 6:00 PM Eastern Time

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, make an impact, and build a long-term career. We believe in creating environments where your potential is recognized, your voice matters, and your success is tied to meaningful worknot short-term perks. Joining Pearl means stepping into opportunities that challenge you, support you, and set you up for lasting success.

About the Company

Our client is a U.S.-based startup dedicated to helping people navigate complex care systems so they can live healthier, better lives. They work closely with providers and caregivers to deliver personalized support, streamline processes, and improve outcomes for the communities they serve.

Role Overview:

As an Executive Assistant (Team Operations & Onboarding), you will provide executive-level support while serving as a flexible generalist responsible for onboarding new team members and supporting operational processes. You will manage communications with candidates, coordinate onboarding, and ensure systems and workflows run efficiently. This role is ideal for someone who is highly organized, detail-oriented, and excited to learn and take ownership of new responsibilities as the company scales.

Your Impact

• Ensure smooth onboarding and coordination for new hires, improving the candidate and guide experience.
• Maintain clear, plainspoken communication across candidates, new hires, and internal teams.
• Streamline operational workflows to reduce errors, improve efficiency, and save time.
• Take ownership of projects beyond standard operations tasks, demonstrating flexibility and initiative.
• Support overall team productivity and company growth through efficient execution of operational and administrative tasks.

Core Responsibilities:

Candidate & New Hire Communications:

• Manage communications with candidates in the hiring pipeline, including answering questions, sending batch updates, and ensuring timely responses.
• Serve as the primary point of contact for new hires during onboarding.

Offer Management & Onboarding:

• Oversee the onboarding process: send offer letters, track signatures, coordinate start dates, provision accounts, schedule onboarding events, and complete all onboarding tasks.

Process Improvement & Systems:

• Support the development and maintenance of processes and systems that streamline hiring, onboarding, and general operations.
• Identify areas for improvement and propose actionable solutions.

Team Monitoring & Support:

• Track and analyze team performance, flag issues, and assist management in resolving challenges.

Operational Flexibility:

• Take on additional operational or administrative responsibilities as needed.
• Contribute to broader strategic initiatives as the company grows.

Requirements

Must-Haves (Required)

• 3+ years of relevant experience in Executive Assistance, Operations, Customer Success, or similar roles.
• Strong written and verbal English communication skills friendly, professional, and plainspoken.
• Exceptional attention to detail and organizational skills to manage multiple priorities effectively.
• Self-starter with initiative to identify issues, take ownership, and follow through to resolution.
• Ability to adapt to shifting priorities and handle a wide range of administrative and operational tasks.
• Tech-savvy with the ability to quickly learn tools like Google Workspace, Slack, Notion, or similar platforms.
• Strong interpersonal skills and emotional intelligence, with empathy to support new hires and colleagues.
• Growth mindset eager to learn, open to feedback, and motivated to take on new responsibilities.
• Passion for positively impacting people's lives, particularly in improving access to care and support.

Nice-to-Haves (Preferred)

• Experience managing onboarding, hiring processes, or team coordination.
• Background in high-growth startups or early-stage companies.
• Familiarity with process improvement frameworks or operational systems.

Benefits

Remote Work: Fully remotework from anywhere

Work Schedule: Monday to Friday, 9:00AM - 5:00PM EST

Generous PTO: Ample paid time off to rest and recharge

Health Coverage: HMO coverage after 3 months

Direct Mentorship: Grow through guidance from international industry experts

Learning & Development: Ongoing access to resources for professional growth

Global Networking: Work and connect with professionals around the world

Work-Life Balance: Flexible hours that support a healthy work-life balance

Our Recruitment Process:

1. Application
2. Screening
3. Skills Assessment
4. Top-grading interview
5. Client Interview
6. Job Offer
7. Client Onboarding

Ready to Join Us

If this role aligns with your skills and career goals, we'd love to hear from you. Apply now to take the next step in your journey with Pearl.