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Executive Assistant

Pearl Dp

A distancia

MXN 200,000 - 400,000

Jornada completa

Hace 3 días

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Descripción de la vacante

A global recruitment firm seeks an experienced Executive Assistant. This remote role demands exceptional organizational skills and the ability to manage time and communication effectively. Ideal candidates will have 1-2+ years in similar roles, strong English communication abilities, and be comfortable supporting C-level executives. Candidates will enjoy flexible work arrangements, develop operational systems, and drive accountability while managing diverse tasks, ensuring smooth operations across an agile environment.

Servicios

Competitive Salary

Remote Work

Generous PTO

Direct Mentorship

Continuous growth resources

Formación

1–2+ years as an Executive Assistant or similar role.
Proven ability to manage calendars and communications.
Demonstrated reliability in completing tasks and meeting deadlines.

Responsabilidades

Manage executive calendars and inboxes to maximize productivity.
Coordinate meetings and manage communication across multiple time zones.
Conduct industry and market research to support executive decision-making.

Conocimientos

Excellent written and verbal English communication skills

Exceptional attention to detail

Strong ownership mentality

Ability to manage competing priorities

High levels of confidentiality

Educación

Bachelor's degree preferred

Herramientas

Google Workspace

Microsoft Office Suite

Zoom

Join to apply for the Executive Assistant (EG001) role at PearlJob Title : Executive AssistantWork Arrangement : RemoteJob Type : Independent Contractor, Full TimeWork Schedule : US Time Zone (candidate expected to be flexible with the client's preference)Locations : Philippines, LATAM, South Africa, Kenya, and other remote regions with excellent English communication skills

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 look for the sharpest, hungriest candidates to promote and work with over many years.

Candidates hired have been flown to the US and EU, and even promoted to roles that match folks onshore in the US.Role OverviewThe Executive Assistant serves as the operational backbone for founders, CEOs, and senior leadership teams in fast-paced startup environments.

Role Overview

The Executive Assistant serves as the operational backbone for founders, CEOs, and senior leadership teams in fast-paced startup environments.

This role goes beyond traditional administrative work—you will manage time, systems, and communication while anticipating needs before they arise, driving alignment across priorities, and enabling executives to focus on strategy, partnerships, and growth.

Your Impact

Your efforts will maximize executive leverage by managing time, tasks, and communication with precision.

You will build and maintain operational systems that enhance clarity and efficiency across the organization.

Acting as a communication hub, you will ensure updates, deliverables, and follow-ups never slip through the cracks.

You will drive accountability through structure, tools, and proactive problem-solving while continuously evolving operational workflows through automation and process improvement.

Core Responsibilities

Executive Support & Communication (35%)

Manage executive calendars, inboxes, and priorities to ensure maximum productivity (aim for inbox zero)
Draft, proof, and send professional internal and external communications on behalf of leadership
Prepare meeting briefs, agendas, and follow-ups ensuring executives are always context-ready
Coordinate meetings with internal and external stakeholders across multiple time zones
Manage task lists and close 90%+ of delegated items within 48 hours
Track deadlines, commitments, and action items to ensure timely execution
Maintain proactive oversight of ongoing projects to ensure on-time delivery

Operational Systems & Workflow Management (30%)

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

Calendar, Travel & Administrative Coordination (20%)

Own complex calendar management including internal meetings, external calls, and priority-based scheduling
Coordinate and book travel arrangements (flights, hotels, transportation) with detailed itineraries
Handle inbox triage : flag urgent messages, draft replies, file emails, and ensure nothing slips through
Support legal and administrative documentation (routing forms, signatures, deadline tracking)
Coordinate personal appointments, reservations, and occasional household / vendor support as needed
Protect executive time by managing schedule conflicts and ensuring adequate focus time

Research, Documentation & Strategic Projects (15%)

Conduct industry, competitor, and market research to support executive decision-making
Compile concise briefs, summaries, and actionable insights from research
Manage internal communications such as weekly team updates and stakeholder notes
Research new tools and AI automations to improve operational speed and accuracy
Support reporting on performance metrics, market trends, and strategic opportunities
Identify potential issues early and propose proactive solutions
Assist with special projects including light due diligence and business development initiatives

Requirements

Must-Haves (Required)

1–2+ years as an Executive Assistant, Admin Specialist, Operations Partner, or supporting C-level executives in fast-paced environments
Proven ability to manage calendars, inboxes, and founder / CEO-level communication
Excellent written and verbal English communication skills; clear, concise, and professional
Exceptional attention to detail, organization, and time management capabilities
Comfortable with Google Workspace, Microsoft Office, and modern productivity tools
Strong ownership mentality with ability to anticipate needs and take initiative
High levels of confidentiality and professionalism when handling sensitive information
Demonstrated ability to work remotely with leaders across time zones
Ability to think critically, manage competing priorities with urgency and precision
Demonstrated reliability in completing tasks and meeting deadlines consistently

Nice-to-Haves (Preferred)

Bachelor's degree preferred
Background in healthcare, startups, AgTech, telecommunications, or project management
Experience building SOPs, internal systems, or operational documentation
Exposure to AI tools for automation and productivity enhancement
Familiarity with analytics, reporting, or data-driven decision support
Experience supporting M&A, investor relations, or due diligence processes
Experience with CRM systems or project coordination tools
Basic spreadsheet skills (sorting, filtering, formulas like SUM, IF, VLOOKUP)
Prior startup or high-growth company experience

Tools Proficiency

Must-Haves (Required)