Industry: AI / HealthTech / OperationsWork Arrangement: Fully Remote (US Time Zones)Job Type: Full-timeWork Schedule: Flexible & asynchronous (40–48 hours per week; agility > hours)
Locations:
- Philippines
- LATAM (Mexico, Colombia, Argentina, Brazil)
- North America / Eastern Europe (overlapping with U.S. time zones)
About Pearl Talent
Pearl works with the absolute cream of the crop — the top 1% of global talent — connecting them with groundbreaking startups in the US and EU. Our clients have raised over $5B and are backed by heavy hitters like OpenAI, a16z, and Founders Fund. They're hunting for razor-sharp, ambitious candidates they can invest in long-term. We're not exaggerating when we say some of our placements have been flown to the US and EU, with some even matching onshore US role levels.
Curious about our mission? Want to hear why we do what we do? WATCH HERE
Why Work with Us?We're not your typical recruiting firm. We're matchmakers connecting you with game-changing opportunities alongside visionary US and EU founders. Our goal? Put you in roles where growth isn't just possible — it's inevitable.
About the Company
Our client is an AI-powered healthcare advocacy startup on a mission to transform patient experiences in the U.S. healthcare system. By blending cutting-edge automation with genuine human support, they're helping Medicare patients navigate complex care plans, diagnoses, and medical billing — dramatically reducing administrative headaches.
This is a fast-moving, high-impact startup backed by healthcare and tech luminaries — built on a culture of absolute ownership, genuine humility, and ruthless execution.
Role Overview
We're bringing on an Executive Assistant / Admin Specialist (AI-Driven Operations Partner) who'll serve as the operational backbone for the founding team.
You'll be the maestro of time, systems, and communication — predicting needs before they materialize, aligning priorities with laser precision, and enabling founders to laser-focus on strategy, partnerships, and growth.
This is a high-trust, high-autonomy role tailor-made for someone who thrives in startup chaos, gets a rush from solving operational puzzles, and sees the potential to evolve into a Chief-of-Staff–level position.
Your Impact
- Supercharge founder productivity by managing time, tasks, and communication with surgical precision.
- Architect operational systems that breathe clarity and efficiency.
- Become the communication nerve center — ensuring no update, deliverable, or follow-up ever slips through the cracks.
- Drive accountability through smart structure, killer tools, and proactive problem-solving.
- Continuously evolve operational workflows through smart automation and relentless improvement.
Core Responsibilities
Founder Support & Communication – 35%
- Keep founder inboxes and calendars pristine (inbox zero is the goal).
- Craft, polish, and dispatch professional internal and external communications.
- Prep meeting briefs and follow-ups, ensuring founders are always context-ready.
- Manage task lists and close 90%+ of delegated items within 48 hours.
Operational Systems & Workflow Management – 30%
- Maintain dashboards and documentation in Asana, Notion, and internal tools.
- Create and refine SOPs to boost consistency and efficiency.
- Build ironclad structures around recurring workflows through automation and process mapping.
- Monitor task completion, eliminating recurring errors and missed deadlines.
Recruiting & Strategic Coordination – 20%
- Coordinate hiring pipelines and outreach for U.S.-based roles.
- Research, screen, and engage potential talent and vendors.
- Support partner development, scheduling, and coordination for business initiatives.
Documentation & Strategic Projects – 15%
- Manage internal communications like weekly team updates and investor notes.
- Scout new tools and AI automations to turbocharg operational speed and accuracy.
- Spot potential issues early and propose proactive solutions.
Performance Expectations
- Inbox and calendar accuracy: 100%.
- 90% of delegated tasks completed within 48 hours.
- Zero recurring workflow errors or missed deadlines.
- Two to three new or improved SOPs monthly.
- Meeting briefs always prepped ahead of key discussions.
- Anticipates 80% of potential issues before they escalate.
Requirements
Must-Have (Required):
- 3+ years experience as an Executive Assistant, Admin Specialist, or Operations Partner.
- Bulletproof written and verbal English communication.
- Proven track record managing calendars, inboxes, and founder-level communication.
- Tech-savvy problem solver — expert in Notion, Asana, Google Workspace, Slack, and automation tools (Zapier, AI assistants).
- Obsessive about details, organization, and time management.
- Proactive mindset with ironclad discretion handling confidential info.
- Direct experience supporting CEOs, founders, or startup leadership.
- Bachelor's degree preferred.
Nice-to-Have (Preferred):
- Background in healthcare, startups, or project management.
- Experience building SOPs or internal systems.
- Exposure to AI productivity tools.
- Familiarity with analytics, reporting, or data-driven decision support.
Tools Proficiency
Required:
- Notion
- Asana
- Google Workspace (Docs, Sheets, Drive, Calendar)
- Slack
- Zapier
Preferred:
- Airtable
- ChatGPT / AI Assistants
- LinkedIn / CRM systems
- Loom
Benefits
- Competitive Salary: Based on experience and skills
- Remote Work: Fully remote—work from anywhere
- Career Growth: Path to Chief-of-Staff within 2-3 years
- 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
- Application
- Screening
- Skills Assessment
- Top-grading Interview
- Client Interview
- Job Offer
- Client Onboarding
Ready to Join Us?
If you're the type who thrives on being proactive, can organize chaos with ease, and get fired up about helping founders operate at peak performance, we want to meet you. Apply now and help scale an AI-driven healthcare startup reshaping patient advocacy.
