Executive Assistant (Operations / Executive Assistance) - A356

Industry

Operations / Executive Assistance

Work Arrangement

Fully Remote

Job Type

Full-Time

Work Schedule

Flexible, async-first schedule with required daily check-in Primary overlap with California (PST/PDT); occasional East Coast (EST/EDT) coordination

Locations

Open to candidates globally (LATAM preferred)

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 firm—we 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.

About the Company

Our client is a founder-led, mission-driven organization operating in the social impact and community space. The company runs multiple initiatives across partnerships, events, and digital platforms, with a strong focus on relationships and collaboration.

This is a lean, fast-moving environment with no rigid hierarchy, where autonomy, trust, and adaptability are critical. The organization values meaningful work, intellectual curiosity, and individuals who are motivated by impact rather than structure.

Role Overview

This role exists to serve as a true operational partner to a founder whose time and attention are the primary bottlenecks to growth. As the Executive Assistant, you will take ownership of communication, scheduling, travel coordination, and follow-up systems, ensuring nothing falls through the cracks.

The role is highly autonomous, requiring someone who can operate without rigid processes and instead build systems from scratch. You will act as a proactive co-pilot—anticipating needs, managing priorities, and driving organization across multiple initiatives.

This position is ideal for someone who thrives in ambiguity, enjoys problem-solving, and is energized by working closely with a founder in a mission-driven environment.

Your Impact

• You will directly improve the founder’s efficiency by reducing time spent on email and scheduling to under 30 minutes per week.
• You will build and maintain systems that ensure all communications, meetings, and commitments are handled seamlessly.
• You will enhance operational clarity, ensuring priorities are aligned and executed effectively.
• You will contribute to stronger relationships with partners and collaborators through consistent follow-through and organization.
• You will proactively identify and implement improvements that increase overall productivity and reduce cognitive load.

Core Responsibilities

Inbox Management & Communications – 30%

• Triage high-volume inboxes and prioritize critical communications
• Draft and send responses in the founder’s voice and tone
• Maintain ongoing communication threads and ensure timely follow-ups
• Filter and escalate only high-priority emails requiring attention

Strategic Scheduling & Calendar Management – 25%

• Manage calendar with strategic prioritization and intelligent scheduling
• Coordinate meetings across time zones and optimize scheduling efficiency
• Group meetings by geography and context where applicable
• Maintain a consistent daily check-in cadence with the founder

Travel Coordination – 15%

• Plan and book end-to-end travel logistics including flights, accommodations, and itineraries
• Optimize travel routes and schedules for efficiency
• Anticipate travel needs and proactively manage arrangements

Follow-Ups, Meeting Ops & CRM Hygiene – 20%

• Prepare meeting agendas in advance
• Document meeting notes and track action items
• Execute follow-ups, introductions, and resource sharing
• Maintain organized records of interactions and commitments

Accountability & Operations Support – 10%

• Track priorities and flag misalignment in time allocation
• Provide light operational support for external collaborators
• Identify inefficiencies and propose system improvements
• Assist with event coordination as needed

Requirements

Must-Haves (Required)

• 3+ years of experience in an Executive Assistant or similar operational role
• Excellent written English communication with a natural, conversational tone
• Strong organizational and prioritization skills
• Proven ability to work independently in unstructured environments
• Proactive mindset with the ability to anticipate needs and take initiative
• Familiarity with AI tools and ability to apply them in workflows
• High level of discretion and trustworthiness

Nice-to-Haves (Preferred)

• Experience supporting a founder, investor, or solo operator
• Background or interest in social impact, community work, or activism
• Experience in startup or fast-paced environments
• Familiarity with Superhuman, Replit, or Squarespace

Tools Proficiency

Must-Haves (Required)

Google Workspace, Gmail, Google Calendar

Nice-to-Haves (Preferred)

Superhuman, ChatGPT, Claude, Perplexity, Replit, Squarespace, Kinflow

Benefits

• Competitive Salary: Based on experience and skills
• Remote Work: Fully remote—work from anywhere
• Team Incentives: Recognition for maintaining 100% CRM hygiene and on-time reporting
• Generous PTO: In accordance with company policy
• Health Coverage for PH-based talents: HMO coverage after 3 months for full-time employees
• Direct Mentorship: Guidance from international industry experts
• Learning & Development: Ongoing access to resources for professional growth
• Global Networking: Connect with professionals worldwide

Our Recruitment Process

1. Application
2. Screening
3. Skills Assessment
4. Topgrading Interview
5. Client Interview
6. Job Offer
7. Client Onboarding

Ready to Join Us?

If you’re empathetic, organized, and passionate about improving patient experiences through operational excellence, this role is for you. Apply now to help make specialized healthcare more accessible to patients across the U.S.