Job description
Job Position: Executive Team Operator, Executive Assistant
Work Arrangement: Remote (LATAM and PH based)
Job Type: Full-time, Independent Contractor
Work Schedule: 40 hours per week, with core hours between 9 AM – 5 PM EST
About Pearl Talent:
We’re hiring a Executive Team Operator for Pearl—which places top 1% talent from around the world into operational roles at startups. We’ve bootstrapped our company to a couple of million in revenue and are adding six to seven figures in net new annualized revenue each month. Our clients are fast-growing startups and phenomenal US based businesses that have raised over $3B in funding from Sequioa, a16z, Founders Fund, Y Combinator, and other top VC firms.
I’m a 3x founder and most recently was investing into deep tech companies as COO of a fund in SF: https://www.linkedin.com/in/montyngan/. I grew up in the Philippines myself—which is why I care so much about giving international talent opportunities to work at the best companies in the world) and most recently was investing.
At Pearl, we know that although opportunities aren’t created equal in the world, ambitious talent is. And it’s our mission to give hires from around the world who are sharp and hungry the opportunity to earn far more than they would in their home countries while learning from the best founders.
Purpose of Your Role
We need an Executive Assistant who can be the right hand to our founder and act as a force multiplier. A key part of this role is managing the leader’s workflow - triaging communications, prepping him for meetings, and being their main point person across departments and new initiatives. You’ll also maintain the contact ecosystem, ensuring the calendar and inbox are tracked appropriately. The ideal hire is someone who can toggle between executing detailed tasks and stepping in to represent the leader’s perspective on both internal and external meetings. You’ll anticipate needs before they’re expressed and create processes that make everything run smoother.
Role Overview
The Executive Team Operator will play a key role in supporting the founder by managing day-to-day tasks, ensuring seamless operations, and driving strategic initiatives to completion. They will act as the right hand, handling both administrative and project management responsibilities.
Scheduling & Meeting Organization:
- Organize meetings for the CEO’s executive team, including scheduling across multiple time zones, sending reminders, and preparing relevant materials like agendas or meeting notes.
- Coordinate logistics for in-person events, such as client meetings, networking events, or attendance to conferences.
Communication & Documentation:
- Draft, edit, and manage client-facing emails and internal communications, ensuring alignment with the Founder’s voice.
- Assist in creating and distributing marketing materials like newsletters, social media posts, or event invitations.
Cross-Functional Support:
- Manage CRM systems (e.g., HubSpot, Click Up, Google Sheets) by updating client information, tracking sales leads, and generating reports.
- Support ad-hoc team projects by coordinating timelines, tracking deliverables, and ensuring deadlines are met.
- Assist with event planning for in-person networking dinners, webinars (future project), including registration management and follow-up communications.
- Conduct client/lead research and prepare for meetings by gathering relevant insights, creating briefing documents, and ensuring the team has necessary materials to engage effectively.
Administrative & Data Management:
- Organize and maintain CRM data integrity, including accurate geolocation, additional relevant context, and next follow up steps.
- Coordinate across tools like Slack, G-suite, Canva, and ClickUp to ensure seamless communication and task management.
- Provide support on ad hoc tasks such as market research, competitor analysis, or preparing client proposals to ensure team efficiency.
Immediate Tasks Anticipated for the Candidate to Fully Own on Week 1:
Manage the leadership team’s schedule and calendar, handling any conflicts or rescheduling with precision.
Begin organizing internal and external meetings, ensuring agendas, meeting minutes, and follow-ups are in place. Especially for our most important clients or leads.
Start managing communication channels and drafting responses to emails or inquiries.
Potential for profit share based on performance
Fully WFH, forever
Annual team retreat
Unlimited PTO
