Executive Assistant / Operations Coordinator - A351

Industry

Operations / Executive Assistance

Work Arrangement

Fully Remote

Job Type

Full-Time

Work Schedule

Monday to Friday, 8:30 AM – 5:30 PM Eastern Time

Locations

Anywhere Remote (must be able to work within Eastern Time hours)

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 a fast-paced, multi-entity organization operating across a recruiting firm, a venture capital syndicate, and an early-stage AI startup. The team is lean, highly collaborative, and focused on execution. Leadership operates on a tightly packed schedule, requiring strong operational support to maintain efficiency across all business units. The environment is dynamic, high-growth, and best suited for individuals who thrive in fast-moving, entrepreneurial settings.

Role Overview

The Executive Assistant / Operations Coordinator will serve as a critical operational partner supporting senior leadership across multiple business lines. This role is responsible for managing calendars, handling inbox communications, maintaining internal systems, and ensuring seamless coordination across teams.

You will work cross-functionally, supporting initiatives across recruiting, venture capital, and startup operations. The role is execution-heavy and requires strong attention to detail, excellent communication skills, and the ability to operate independently after onboarding.

This position is ideal for someone highly proactive, organized, and capable of anticipating needs before they arise in a fast-paced environment.

Your Impact:

• Improve operational efficiency by ensuring calendars, inboxes, and workflows run smoothly
• Reduce missed opportunities by maintaining proactive follow-up systems
• Enable leadership to focus on high-value work by managing day-to-day execution
• Strengthen internal visibility through accurate tracking and CRM updates
• Support scalability across multiple ventures by maintaining structure and organization

Core Responsibilities

Executive Scheduling & Calendar Management – 30%

• Manage end-to-end calendar coordination across multiple stakeholders and time zones
• Schedule meetings proactively and ensure alignment with priorities
• Resolve scheduling conflicts and communicate updates clearly
• Maintain forward-looking visibility of leadership availability

Inbox Management & Client Communications – 30%

• Monitor and respond to emails on behalf of senior leadership
• Draft clear, professional client-facing communications
• Maintain follow-up cadences to keep conversations progressing
• Prioritize and triage incoming messages effectively

Organization, Tracking & CRM Support – 20%

• Maintain and update Excel-based tracking systems
• Support data entry and pipeline management within the ATS
• Build and manage task lists and follow-up trackers
• Ensure data accuracy and operational visibility

Operational Support Across Ventures – 15%

• Assist with scheduling and coordination for multiple business units
• Support financial data organization and internal documentation
• Contribute to business development and outreach coordination tasks
• Adapt to shifting priorities across different teams

Podcast Logistics Support – 5%

• Coordinate scheduling for podcast guests
• Send preparation materials and communications
• Maintain podcast tracking systems and schedules
• Assist with recording session logistics when needed

Requirements:
Must-Haves (Required)

• 2+ years of experience in Executive Assistant, Operations, or similar roles
• Strong written English communication skills
• Proven ability to manage calendars and inboxes independently
• High level of organization and follow-through discipline
• Demonstrated proactiveness and ability to take initiative
• Experience using AI tools such as ChatGPT and Claude AI
• Ability to work full-time within Eastern Time hours
• Comfortable working in fast-paced, multi-priority environments

Nice-to-Haves (Preferred)

• Experience with project management tools
• Familiarity with Excel for tracking and reporting
• Prior exposure to ATS or CRM systems
• Background in recruiting, startups, or business development
• Interest in podcasting or media coordination

Tools Proficiency

Must-Haves (Required)

• Microsoft Outlook
• Microsoft Excel
• ChatGPT
• Claude AI

Nice-to-Haves (Preferred)

• Project management tools (e.g., Asana, Trello, ClickUp)
• ATS or CRM platforms

Benefits:
• Competitive Salary: Based on experience and skills

• Remote Work: Fully remote—work from anywhere
• 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.