[Hiring] Virtual Assistant @Pearl

Role Description

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

• Maximize executive leverage by managing time, tasks, and communication with precision.
• Build and maintain operational systems that enhance clarity and efficiency across the organization.
• Act as a communication hub to ensure updates, deliverables, and follow-ups never slip through the cracks.
• Drive accountability through structure, tools, and proactive problem-solving.
• Continuously evolve 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.

Qualifications

• 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

• 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

• Email & Messaging: Gmail, 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 Tools: ChatGPT, Claude, Perplexity, or similar AI assistants.

Nice-to-Haves

• Project Management: Notion, Asana, Trello, ClickUp, Airtable.
• Automation: Zapier or similar workflow automation tools.
• CRM Platforms: Pipedrive, HubSpot, Salesforce, ConnectWise.
• Finance: QuickBooks or similar bookkeeping tools.
• E-commerce: Amazon Seller Central, Shopify.
• Communication: Loom for video messaging.
• LinkedIn for professional networking and outreach.

Benefits

• 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
• Skills Assessment
• Initial Screening
• 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.