[Hiring] Operations & Project Management Associate @Pearl

Role Description

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.

• Manage post-meeting follow-through.
• Maintain operational systems.
• Coordinate deadlines.
• Support billing and payment tracking.
• Draft client-facing communication on behalf of leadership.

This 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

• Streamline post-client-meeting workflows by ensuring action items are captured, assigned, and completed efficiently.
• Improve operational visibility and accountability through strong project coordination and Asana management.
• Reduce leadership administrative workload by taking ownership of recurring billing, scheduling, and operational tasks.
• Support strong client relationships through timely, accurate, and professional communication.
• Contribute directly to operational efficiency by proactively identifying workflow improvements and implementing repeatable systems.
• 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.

Qualifications

• 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

• 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.