Job Description
Industry
Internal Admin / Executive Assistance
Work Arrangement
Fully Remote with required overlap with U.S. Eastern Time (EST) workday to support executive leadership and a distributed team.
Job Type
Independent Contractor
Work Schedule
Monday–Friday, approximately 40 hours per week with required EST overlap.
Locations:
(PH / LATAM / Anywhere Remote)
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.
About the Company
Our client is a fast-growing real estate development startup operating across multiple U.S. markets. The company is founder-driven, operates with a lean team, and focuses on building and scaling real estate projects efficiently.
Role Overview
The Virtual Executive Assistant / Associate Chief of Staff serves as the operational backbone of the organization, directly supporting the CEO while ensuring the broader team stays aligned, accountable, and organized. This role blends executive support with operational coordination, acting as the central hub that keeps communication, tasks, and projects moving forward.
The ideal candidate is proactive, highly organized, and comfortable managing up to senior leadership. They thrive in fast-moving environments, anticipate needs, and ensure nothing slips through the cracks across company systems, meetings, and operational workflows.
Your Impact
- Streamline executive workflows, ensuring the CEO’s time and priorities are optimized.
- Maintain operational visibility across all tasks, projects, and team commitments.
- Support timely and efficient decision-making by the CEO and leadership team.
- Improve company productivity by maintaining organized systems and dashboards.
- Enhance team accountability and alignment across priorities, deliverables, and deadlines.
Core Responsibilities
Executive Support & Administrative Management – 35%
- Manage the CEO’s calendar, scheduling, and daily priorities across multiple time zones.
- Coordinate travel logistics including flights, accommodations, transportation, and meetings.
- Organize internal and external meetings, including board-level discussions.
- Handle professional and occasional personal administrative tasks for the CEO.
- Ensure the CEO’s schedule aligns with company priorities.
Operational Coordination & Task Management – 30%
- Act as the central operational coordinator for all key tasks and projects.
- Track company priorities, deadlines, and deliverables across team members.
- Follow up with team members to ensure commitments are completed.
- Identify blockers or risks and escalate proactively to leadership.
- Maintain operational visibility to keep the team aligned and productive.
Notion Workspace & Systems Management – 20%
- Maintain and optimize the company’s Notion workspace.
- Track project updates, task ownership, and company-wide priorities.
- Ensure accountability by monitoring responsibility for deliverables and deadlines.
- Keep documentation and workflows updated as the company evolves.
- Support the CEO in maintaining a clear operational dashboard.
Meeting & Information Management – 10%
- Manage meeting documentation by converting discussions into structured tasks.
- Join Zoom meetings to capture action items and summarize key outcomes.
- Brief the CEO on takeaways, priorities, and next steps after meetings.
Team Enablement & Operational Support – 5%
- Facilitate team access to the CEO for decisions or approvals.
- Assist with onboarding logistics for new team members when necessary.
- Support operational improvements and process enhancements as the company grows.
Must-Haves (Required)
- 3+ years of experience in executive assistance, operations coordination, or chief-of-staff support roles.
- Proven experience managing executive calendars, travel logistics, and complex scheduling.
- Exceptional organizational and task management skills; ability to manage multiple priorities.
- Excellent written and spoken English communication.
- Professional demeanor and ability to interact with senior leadership.
- Proactive, anticipatory, and solutions-oriented mindset.
- Comfortable managing up and ensuring accountability across teams.
- High attention to detail and reliability with sensitive information.
- Confident participation in professional meetings and Zoom communications.
Nice-to-Haves (Preferred)
- Experience supporting founders or executives in startups or small high-growth teams.
- Prior experience in real estate development or investment environments.
- Familiarity with operational documentation and knowledge management systems.
- Experience with AI productivity tools or automation platforms.
- Background in operations, project coordination, or chief-of-staff style roles.
Tools Proficiency
Must-Haves (Required)
- Microsoft Office Suite, Microsoft Teams, SharePoint, Notion, Zoom
Nice-to-Haves (Preferred)
AI productivity tools, automation platforms, meeting transcription or documentation tools
Competitive Salary: Based on experience and skills
Remote Work: Fully remote—work from anywhere
Performance Bonus: Based on data accuracy, reporting timeliness, and overall sales efficiency
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.
