Executive Assistant (Investment / Finance Firm) - A290

Industry

Investment Management / Private Markets

Work Arrangement

Fully remote with required overlap in EST working hours

Job Type

Full-time

Work Schedule

Monday–Friday, 9:00 AM – 6:00 PM EST

Light on-call availability for occasional after-hours or weekend email spillover

Locations:

• LATAM (Brazil, Colombia, Mexico, Argentina)
• Philippines
• Other remote regions with strong English proficiency

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 an investment firm operating in the private markets space, working closely with investors, brokers, and strategic partners. The firm is focused on building strong relationships and maintaining disciplined operational processes to support high-value transactions and long-term partnerships.

They operate in a fast-paced, detail-driven environment where precision, reliability, and professionalism are critical. The team values consistency, discretion, and strong organizational systems to support executive effectiveness.

Role Overview

We are seeking a dependable, detail-oriented Executive Assistant to support two founders by owning calendar management, email coordination, and CRM hygiene. This is a long-term executive support role centered on operational reliability, precision, and consistency.

While the responsibilities are straightforward, they are high-volume and require strong attention to detail, proactive planning, and comfort working deeply within schedules, systems, and records. The ideal candidate genuinely enjoys executive support work, takes pride in maintaining clean systems, and is looking for stability rather than a short-term stepping stone.

This role requires strong written communication, structured thinking, and the ability to anticipate needs while working independently within established processes.

Your Impact

You will directly improve executive productivity by ensuring seamless calendar coordination and proactive scheduling management.

Your work will help prevent scheduling conflicts, reduce time inefficiencies, and maintain accurate CRM records that support relationship tracking and business development efforts.

By maintaining high data hygiene in HubSpot and responding quickly to coordination requests, you will enable the founders to focus on strategic priorities while preserving professionalism with investors and external stakeholders.

Your consistency and reliability will strengthen internal workflows and maintain operational excellence across executive communications and systems.

Core Responsibilities

Calendar & Scheduling Management – 55%

• Own and manage complex calendars for two founders across multiple stakeholders.
• Coordinate meetings with investors, brokers, and external partners.
• Proactively anticipate conflicts and propose availability aligned with executive priorities.
• Account for time zones, travel time, and realistic meeting buffers.
• Send, update, and manage calendar invites, including Zoom links or in-person logistics.
• Take over scheduling threads once looped into email communications.

Email Coordination & Written Communication – 20%

• Respond to scheduling and coordination emails on behalf of founders using a separate inbox.
• Monitor inbox activity and ensure timely, professional communication.
• Maintain error-free written communication with strong attention to tone and clarity.
• Provide occasional after-hours or weekend responses for urgent scheduling spillover.

CRM (HubSpot) Ownership & Data Hygiene – 15%

• Ensure all meetings, contacts, and activities are accurately logged in HubSpot CRM.
• Backfill missing records when communications are not automatically captured.
• Maintain ongoing CRM hygiene and data accuracy.
• Support onboarding and adoption of existing HubSpot workflows and systems.

Operational & Administrative Support – 10%

• Support CRM cleanup and organizational projects over time.
• Maintain structured digital records and file systems.
• Assist with light administrative projects once core workflows are stabilized.

Requirements:
Must-Haves (Required)

• 3+ years of experience as an Executive Assistant or in a closely related administrative role.
• Proven experience managing complex calendars for executives or founders.
• Excellent written English with exceptional attention to detail and accuracy.
• Strong organizational skills and comfort with repetitive, detail-intensive administrative work.
• Experience using CRM systems; HubSpot experience strongly preferred.
• Ability to work full-time in New York (EST) hours.
• Willingness to provide limited, occasional after-hours email support when necessary.
• Ability to work independently with minimal supervision after onboarding.

Nice-to-Haves (Preferred)

• Background in finance, private equity, venture capital, or investment-related environments.
• Experience supporting investor-facing or broker-facing executives.
• Prior experience leading CRM cleanup, data hygiene, or system organization initiatives.

Tools Proficiency

Must-Haves (Required)

• Google Calendar or Outlook
• HubSpot CRM
• Zoom (or similar video conferencing tools)
• Email platforms (Gmail or Outlook)

Nice-to-Haves (Preferred)

• Google Drive or shared file management systems
• Structured digital filing systems and documentation tools

Benefits:
• Competitive Salary: Based on experience and skills

• Remote Work: Fully remote—work from anywhere
• Performance Bonus: Based on data accuracy, reporting timeliness, and overall sales efficiency
• 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

• Application
• Screening
• Skills Assessment
• Top-grading Interview
• Client Interview
• Job Offer
• Client Onboarding

Ready to Join Us?

If this role aligns with your skills and goals, apply now to take the next step in your journey with Pearl.