Pearl Talent is looking for an Executive Assistant to serve as the operational backbone for founders, CEOs, and senior leadership teams in fast-paced startup environments. 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.
What You'll Do
- Manage executive calendars, inboxes, and priorities to ensure maximum productivity.
- 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.
- 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.
- Own complex calendar management including internal meetings, external calls, and priority-based scheduling.
- Coordinate and book travel arrangements with detailed itineraries.
- Handle inbox triage: flag urgent messages, draft replies, and ensure nothing slips through.
- Support legal and administrative documentation.
- Coordinate personal appointments and occasional household/vendor support as needed.
- Protect executive time by managing schedule conflicts and ensuring adequate focus time.
- 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.
- Research new tools and AI automations to improve operational speed and accuracy.
- Support reporting on performance metrics and strategic opportunities.
- Identify potential issues early and propose proactive solutions.
- Assist with special projects including light due diligence and business development initiatives.
What We're Looking For
- 1-2+ years as an Executive Assistant, Admin Specialist, Operations Partner, or supporting C-level executives in fast-paced environments.
- Proven ability to manage calendars, inboxes, and founder/CEO-level communication.
- Excellent written and verbal English communication skills.
- Exceptional attention to detail, organization, and time management capabilities.
- Comfortable with Google Workspace, Microsoft Office, and modern productivity tools.
- Strong ownership mentality with ability to anticipate needs and take initiative.
- High levels of confidentiality and professionalism when handling sensitive information.
- Demonstrated ability to work remotely with leaders across time zones.
- Ability to think critically, manage competing priorities with urgency and precision.
- Demonstrated reliability in completing tasks and meeting deadlines consistently.
Nice to Have
- 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.
Technical Stack
- Communication: Gmail, Outlook, Slack, Microsoft Teams, WhatsApp, Zoom
- Productivity: Google Workspace, Microsoft Office Suite
- AI Tools: ChatGPT, Claude, Perplexity, or similar AI assistants
- Project & Documentation: Notion, Asana, Trello, ClickUp, Airtable
- Automation: Zapier or similar workflow automation tools
- CRM & Business: Pipedrive, HubSpot, Salesforce, ConnectWise
- Finance: QuickBooks or similar bookkeeping tools
- Commerce: Amazon Seller Central, Shopify
- Other: Loom for video messaging, LinkedIn for professional networking
Benefits & Compensation
- 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).
Work Mode
This is a fully remote position open to candidates in the Philippines, LATAM, South Africa, Kenya, and other remote regions with excellent English communication skills.
Pearl Talent is an equal opportunity employer.
