Pearl Talent is looking for an Executive Operations Manager to design and run the operational backbone of our company. This is a hands-on technical role where you'll automate inefficiencies and own tasks from request to verified outcome.
What You'll Do
- Drive requests to closure, documenting proof of completion.
- Maintain a single source of truth for tasks, owners, due dates, and status.
- Place and receive calls to clinics, vendors, partners, and customers; navigate IVRs and leave effective voicemails.
- Log every call outcome, next step, and deadline; escalate when SLAs or commitments slip.
- Anticipate dropped balls and blockers before they materialize; keep a visible 'waiting-on-others' queue.
- Create buffers, calendar holds, and contingency paths; send pre-reads and reminder nudges ahead of deadlines.
- Build a reliable flow to find, file, categorize, and reconcile receipts.
- Produce weekly digests, flag anomalies, and keep an audit trail tidy.
- Design low-code automations that reduce manual work across Notion, Airtable, Slack, Gmail/Calendar, and Drive using Zapier or n8n.
- Add observability: logs, alerts, retries/backoff, and idempotency where needed.
- Run lightweight cadences: priorities, blockers, follow-ups, and decision records.
- Keep boards and docs current; ensure every active item has an owner and next step.
- Use ChatGPT/Claude to draft comms, SOPs, and summaries; Perplexity for research; Rewind (or equivalent) for recall.
- Maintain prompt templates and check outputs for accuracy and tone.
- Structure Notion spaces, write SOPs and checklists, and make processes legible.
- Keep information organized, searchable, and up to date.
- Standard cadence: initial outreach → T+1 day reminder → T+3 day escalation; adjust to context-appropriate SLAs.
- Close the loop in writing with confirmations, receipts, or screenshots.
What We're Looking For
- Technical background or equivalent fluency working with engineers.
- Demonstrated experience building automations and operational systems.
- Comfortable and professional on the phone; persistent and courteous follow-up style.
- Obsessive attention to detail and reliability; zero tolerance for dropped threads.
- Strong written communication; crisp, concise updates and documentation.
- High learning rate and curiosity; you pick up new tools quickly and improve them.
- Bias for action, high energy, and calm under changing priorities.
- Ability to work remotely with consistent overlap in US time zones.
Nice to Have
- Experience designing Airtable schemas, Notion architectures, or internal wikis.
- Basic data wrangling (CSV normalization, lookups, deduping, simple scripts).
- Awareness of security/compliance hygiene (permissions, least-privilege, auditability).
Technical Stack
- Notion, Airtable, Slack
- Zapier, n8n
- Google Workspace
Team & Environment
Partner closely with engineering and leadership.
Benefits & Compensation
- Unlimited Paid Time Off (after 3 months probation)
- Permanent WFH
Work Mode
This is a global, fully remote position.
Pearl Talent is an equal opportunity employer.
