Executive Assistant (Remote)

Pearl Talent is seeking a highly organized and proactive Executive Assistant to support founders, CEOs, and senior leadership teams in fast-paced US and EU startup environments. This is a full-time, independent contractor role with a remote work arrangement, ideally suited for candidates in the Philippines, LATAM, South Africa, Kenya, or other remote regions with excellent English communication skills. The work schedule is based on US Time Zones, requiring flexibility.

About Pearl Talent

Pearl Talent connects top-tier global candidates with leading startups. Our clients have raised significant funding and are backed by industry leaders, seeking ambitious individuals for long-term career growth opportunities. We focus on placing candidates in roles where they can grow, be challenged, and build meaningful careers, with potential for international relocation and advancement.

Role Overview

As an Executive Assistant, you will be the operational backbone for executives, managing time, systems, and communication to maximize their leverage and focus on strategic priorities. This high-trust, high-autonomy position involves anticipating needs, driving alignment, and scaling into Chief-of-Staff responsibilities. You will be instrumental in building and refining operational systems, enhancing organizational clarity and efficiency.

Your Impact

• Maximize executive leverage through precise management of time, tasks, and communication.
• Build and maintain operational systems for enhanced clarity and efficiency.
• Act as a central communication hub, ensuring all deliverables and follow-ups are managed.
• Drive accountability through structure, tools, and proactive problem-solving.
• Continuously evolve operational workflows through automation and process improvement.

Core Responsibilities

Executive Support & Communication (35%)

• Manage executive calendars, inboxes, and priorities to achieve inbox zero and maximum productivity.
• Draft, proofread, and send professional internal and external communications on behalf of leadership.
• Prepare meeting briefs, agendas, and follow-ups.
• Coordinate meetings across multiple time zones with internal and external stakeholders.
• Manage task lists, aiming to close 90%+ of delegated items within 48 hours.
• Track deadlines, commitments, and action items.
• Maintain proactive oversight of ongoing projects.

Operational Systems & Workflow Management (30%)

• Maintain dashboards and documentation in tools like Notion and Asana.
• Create, update, and refine SOPs for consistency and efficiency.
• Build structure around recurring workflows through automation and process mapping.
• Monitor task completion and reduce recurring errors.
• Streamline recurring workflows and support cross-functional operational processes.
• Facilitate team communication, shared workspaces, and progress tracking.
• Support operations including vendor coordination and task management.

Calendar, Travel & Administrative Coordination (20%)

• Own complex calendar management.
• Coordinate and book travel arrangements with detailed itineraries.
• Handle inbox triage, flagging urgent messages, drafting replies, and filing emails.
• Support legal and administrative documentation.
• Coordinate personal appointments and reservations.
• Protect executive time by managing schedule conflicts.

Research, Documentation & Strategic Projects (15%)

• Conduct industry, competitor, and market research.
• Compile concise briefs and actionable insights from research.
• Manage internal communications.
• Research new tools and AI automations.
• Support reporting on performance metrics and strategic opportunities.
• Identify potential issues and propose proactive solutions.
• Assist with special projects.

Requirements (Must-Haves)

• 1-2+ years of experience as an Executive Assistant, Admin Specialist, Operations Partner, or supporting C-level executives in fast-paced environments.
• Proven ability to manage calendars, inboxes, and executive-level communication.
• Excellent written and verbal English communication skills.
• Exceptional attention to detail, organization, and time management.
• Proficiency with Google Workspace, Microsoft Office, and modern productivity tools.
• Proactive mindset with strong ownership and initiative.
• High levels of confidentiality and professionalism.
• Demonstrated ability to work remotely with leaders across time zones.
• Ability to think critically and manage competing priorities.
• Demonstrated reliability in completing tasks and meeting deadlines.

Preferred Qualifications (Nice-to-Haves)

• Bachelor’s degree.
• Background in healthcare, startups, AgTech, telecommunications, or project management.
• Experience building SOPs or operational documentation.
• Exposure to AI tools for automation.
• Familiarity with analytics, reporting, or data-driven decision support.
• Experience supporting M&A or investor relations.
• Experience with CRM systems or project coordination tools.
• Basic spreadsheet skills.
• Prior startup or high-growth company experience.

Tools Proficiency

Must-Haves: Gmail, Outlook, Slack, Microsoft Teams, WhatsApp, Google Workspace, Microsoft Office Suite, Zoom.
Nice-to-Haves: Notion, Asana, Trello, ClickUp, Airtable, Zapier, Pipedrive, HubSpot, Salesforce, ConnectWise, QuickBooks, Amazon Seller Central, Shopify, Loom, LinkedIn.

Benefits

• Competitive Salary based on experience and skills.
• Fully remote work arrangement.
• Generous PTO.
• Direct mentorship from global industry leaders.
• Continuous learning and development resources.
• Global networking opportunities.
• Health Coverage (HMO after 3 months for full-time employees in the Philippines).

Our Recruitment Process

1. Application
2. Short Video Interview
3. Skills Assessment
4. Top-grading Interview
5. Client Matching
6. Job Offer
7. Onboarding