Remote Executive Assistant (US Hours)

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 triageflag 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

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 SupportProven ability to manage calendars, inboxes, and founder/CEO-level communication

CommunicationExcellent written and verbal English communication skills; clear, concise, and professional

OrganizationExceptional attention to detail, organization, and time management capabilities

Tech ProficiencyComfortable with Google Workspace, Microsoft Office, and modern productivity tools

Proactive MindsetStrong ownership mentality with ability to anticipate needs and take initiative

DiscretionHigh levels of confidentiality and professionalism when handling sensitive information

Remote ExperienceDemonstrated ability to work remotely with leaders across time zones

Problem-SolvingAbility to think critically, manage competing priorities with urgency and precision

Follow-ThroughDemonstrated 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)

Email & MessagingGmail, Outlook, Slack, Microsoft Teams, WhatsApp

Calendar & Scheduling Tools

Google Workspace (Docs, Sheets, Drive, Calendar)

Microsoft Office Suite (Word, Excel, PowerPoint)

Zoom or equivalent video conferencing platforms

AI ToolsChatGPT, Claude, Perplexity, or similar AI assistants

Nice-to-Haves (Preferred)

Project ManagementNotion, Asana, Trello, ClickUp, Airtable

AutomationZapier or similar workflow automation tools

CRM PlatformsPipedrive, HubSpot, Salesforce, ConnectWise

FinanceQuickBooks or similar bookkeeping tools

E-commerceAmazon Seller Central, Shopify

CommunicationLoom for video messaging

LinkedIn for professional networking and outreach

Competitive Salary

Based on experience and skills

Remote Work

Fully remote — work from anywhere

Generous PTO

In accordance with company policy

Direct Mentorship

Access to global industry leaders

Learning & Development

Continuous growth resources

Global Networking

Work with international teams

Health Coverage (Philippines only): HMO after 3 months (full-time)

Our Recruitment Process

Application

Short Video Interview

Skills Assessment

Top-grading Interview

Client Matching

Job Offer

Onboarding

Ready to Join Pearl Talent?

If you're a driven professional ready to work with exceptional founders building the next generation of world-class companies, we'd love to meet you. Apply now to unlock opportunities where your growth, impact, and success are our top priorities.