Remote Executive Assistant (US Hours)

Pearl

United States

Remote

USD 60,000 - 120,000

Full time

14 days+

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Benefits offered by this job

Competitive Salary

Remote Work: Fully remote — work from

Generous PTO

Direct Mentorship

Learning & Development

Global Networking

Health Coverage (Philippines only)

Job summary

Pearl Talent is hiring an Executive Assistant to back founders and C-level leaders in fast-paced startup environments. You’ll manage calendars, communications, and operational systems, enabling executives to focus on strategy and growth.

This remote role spans multiple time zones and regions, with high autonomy and opportunities to scale into more senior responsibilities. You’ll implement SOPs, dashboards, and automation to improve efficiency, while coordinating travel and complex scheduling

Qualifications

Experience: 1-2+ years as an Executive Assistant, Admin Specialist, Operations Partner, or supporting C-level executives in fast-paced environments
Executive Support: Manage calendars, inboxes, and founder/CEO-level communication
Communication: Excellent written and verbal English communication; clear, concise, professional
Organization: Exceptional attention to detail, organization, and time management
Tech Proficiency: Comfortable with Google Workspace, Microsoft Office, and modern productivity tools
Proactive Mindset: Strong ownership with initiative
Discretion: High levels of confidentiality and professionalism
Remote Experience: Ability to work remotely across time zones
Problem-Solving: Think critically and manage competing priorities
Follow-Through: Reliable in completing tasks and meeting deadlines

Responsibilities

Executive Support & Communication: Manage calendars, inboxes, and priorities to maximize productivity
Draft, proof, and send communications for leadership
Prepare meeting briefs, agendas, and follow-ups across time zones
Coordinate meetings with internal and external stakeholders
Manage task lists and close items within 48 hours
Track deadlines and action items for timely execution
Maintain proactive oversight of ongoing projects
Operational Systems & Workflow Management: Maintain dashboards in Notion/Asana and other tools
Create, update and refine SOPs for consistency and efficiency
Automate recurring workflows and map processes
Monitor task completion and reduce recurring errors
Support cross-functional operations and vendor coordination
Calendar, Travel & Administrative Coordination: Own complex calendar management
Arrange travel with detailed itineraries
Inbox triage and drafting responses
Assist with legal/admin documentation
Coordinate personal appointments as needed
Protect executive time with schedule management
Research, Documentation & Strategic Projects: Conduct industry/market research for executives
Prepare concise briefs and insights
Manage internal communications (team updates, stakeholder notes)
Research AI tools to improve speed/accuracy
Support performance reporting and strategic opportunities
Identify issues early and propose solutions
Assist with special projects including due diligence and business development

Skills

Executive support

Calendar management

Inbox management

English communication

Organization

Proactive mindset

Discretion

Remote work

Problem solving

Follow-through

Education

Bachelor’s degree

Tools

Gmail

Outlook

Slack

Microsoft Teams

Google Workspace

Microsoft Office

Zoom

AI tools (ChatGPT, Claude)

Job description

Department: Admin and Executive Assistance

Work Arrangement: Remote

Job Type: Independent Contractor, Full Time

Work 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’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.

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’ll 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. This is a high-trust, high-autonomy position perfect for someone who thrives on solving operational challenges and is excited by the opportunity to scale into Chief-of-Staff–level responsibilities.

Your Impact

Your efforts will maximize executive leverage by managing time, tasks, and communication with precision. You’ll build and maintain operational systems that enhance clarity and efficiency across the organization. Acting as a communication hub, you’ll ensure updates, deliverables, and follow-ups never slip through the cracks. You’ll 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)

Experience: 1-2+ years as an Executive Assistant, Admin Specialist, Operations Partner, or supporting C-level executives in fast-paced environments
Executive Support: Proven ability to manage calendars, inboxes, and founder/CEO-level communication
Communication: Excellent written and verbal English communication skills; clear, concise, and professional
Organization: Exceptional attention to detail, organization, and time management capabilities
Tech Proficiency: Comfortable with Google Workspace, Microsoft Office, and modern productivity tools
Proactive Mindset: Strong ownership mentality with ability to anticipate needs and take initiative
Discretion: High levels of confidentiality and professionalism when handling sensitive information
Remote Experience: Demonstrated ability to work remotely with leaders across time zones
Problem-Solving: Ability to think critically, manage competing priorities with urgency and precision
Follow-Through: 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)