Operations & Project Management Associate - A387

Industry

Operations | Fractional Consulting Services | Consumer Packaged Goods (CPG)

Work Arrangement

Fully Remote

Job Type

Full-Time

Work Schedule

Monday–Friday | 8:00 AM – 5:00 PM Mountain Time (US) with occasional flexibility on start/end times

Locations

LATAM (Priority) | Philippines | EMEA | Anywhere Remote

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-growing US-based fractional consulting firm supporting businesses in the consumer packaged goods space. Their team operates as deeply embedded strategic and operational partners for clients, helping manage day-to-day business execution, project coordination, and operational growth initiatives.

The company is highly collaborative, fast-paced, and client-centric. Team members are trusted to think proactively, move quickly, and create operational clarity in environments where priorities shift rapidly. The culture values ownership, kindness, initiative, and strong communication.

Role Overview

The Operations & Project Management Associate will serve as a key operational partner supporting the firm’s leadership team across project coordination, client communication, recurring operations, and administrative execution. This role exists to transform the output of high-volume client meetings into structured, actionable workflows that keep projects moving efficiently.

You will manage post-meeting follow-through, maintain operational systems, coordinate deadlines, support billing and payment tracking, and draft client-facing communication on behalf of leadership. The role combines project management, operations support, and executive coordination in a highly autonomous environment.

This is not a traditional task-based executive assistant role. The ideal candidate is proactive, resourceful, highly organized, and capable of identifying what needs to happen next without constant direction. Candidates who thrive in fast-paced, client-facing environments and enjoy building structure out of complexity will excel in this position.

Your Impact

• You will help streamline post-client-meeting workflows by ensuring action items are captured, assigned, and completed efficiently.
• You will improve operational visibility and accountability through strong project coordination and Asana management.
• You will reduce leadership administrative workload by taking ownership of recurring billing, scheduling, and operational tasks.
• You will support strong client relationships through timely, accurate, and professional communication.
• You will contribute directly to operational efficiency by proactively identifying workflow improvements and implementing repeatable systems.
• You will help create measurable time savings for leadership by reducing operational bottlenecks and follow-up gaps.

Core Responsibilities

Project Management & Task Coordination – 35%

• Review client meeting recordings and capture all action items with clear ownership, deadlines, and context.
• Organize and manage tasks within Asana to ensure visibility and accountability across the team.
• Follow up proactively on deliverables before deadlines slip.
• Escalate blockers, ambiguities, or risks with clear recommendations.
• Coordinate project workflows across leadership and internal stakeholders.

Administrative Operations & Executive Support – 25%

• Manage recurring administrative workflows including scheduling, calendar coordination, email organization, invoicing, and travel support.
• Build and document lightweight SOPs for recurring operational processes.
• Identify operational inefficiencies and proactively recommend solutions.
• Provide occasional light personal support tasks when needed.
• Maintain organization across communications, calendars, and internal operations.

Billing & Payment Tracking – 20%

• Manage recurring billing and client payment tracking workflows.
• Reconcile client hours, invoices, and operational records accurately.
• Monitor outstanding balances and proactively flag discrepancies.
• Maintain repeatable weekly and monthly operational billing processes.
• Support leadership reporting related to operational and billing activities.

Client Communication & Coordination – 15%

• Draft client-facing emails and responses aligned with leadership tone and communication style.
• Coordinate routine client follow-ups and status updates.
• Support external communication across Zoom, Teams, Google Meet, and email platforms.
• Escalate sensitive or complex client issues appropriately.
• Maintain high standards of professionalism and responsiveness.

Reporting & Productivity Support – 5%

• Support reporting, tracking, and documentation tasks using Microsoft Office tools.
• Maintain operational spreadsheets and trackers in Excel.
• Build simple reporting systems or tracking tools when needed.
• Assist with operational documentation and process organization.

Requirements:
Must-Haves (Required)

• 3+ years of experience in operations, project management, executive support, or client-facing coordination roles.
• Strong project management and organizational skills with the ability to manage multiple workflows simultaneously.
• Excellent written and verbal English communication with clear professional communication skills.
• Experience working in fast-paced, high-accountability environments.
• Strong proactive thinking and ownership mindset with the ability to work independently.
• Working knowledge of Microsoft Office, including Excel.
• Experience using project management tools such as Asana or similar platforms.
• Hands-on familiarity with AI tools such as ChatGPT or Claude in a professional environment.
• Ability to manage sensitive information with professionalism and discretion.
• Comfortable working US business hours.

Nice-to-Haves (Preferred)

• Experience supporting consulting firms, agencies, startups, or client-service businesses.
• Consumer packaged goods (CPG) industry experience.
• Advanced Excel or spreadsheet modeling skills.
• Familiarity with workflow automation or AI-assisted productivity systems.
• Experience working with distributed or remote international teams.
• LATAM-based candidates with natural Mountain Time overlap.

Tools Proficiency

Must-Haves (Required)

• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Asana
• Zoom
• Microsoft Teams
• Google Meet
• Google Chat
• ChatGPT
• Claude
• Clockify

Nice-to-Haves (Preferred)

• AI workflow tools
• Spreadsheet automation tools
• Process documentation platforms
• Workflow optimization tools

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.