Full-Time Executive Assistant / Admin Specialist
Pearl is hiring a remote Full-Time Executive Assistant / Admin Specialist. The career level for this job opening is Experienced and is accepting Philippines LATAM (Mexico, Colombia, Argentina, Brazil) North America / Eastern Europe based applicants remotely. Read complete job description before applying.
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Pearl
Job Title
Executive Assistant / Admin Specialist
Posted
Career Level
Full-Time
Career Level
Experienced
Locations Accepted
Philippines LATAM (Mexico, Colombia, Argentina, Brazil) North America / Eastern Europe
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Job Details
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.
About the Company
Our client is an AI-powered healthcare advocacy startup on a mission to help patients navigate the U.S. healthcare system with empathy and precision.
Role Overview
We're hiring an Executive Assistant / Admin Specialist (AI-Driven Operations Partner) to serve as the operational backbone for the founding team.
Your Impact
- Maximize founder leverage by managing time, tasks, and communication with precision.
- Build and maintain operational systems that enhance clarity and efficiency.
- Act as a communication hub – ensuring updates, deliverables, and follow-ups never slip.
- Drive accountability through structure, tools, and proactive problem-solving.
- Evolve operational workflows through automation and continuous improvement.
Core Responsibilities
- Maintain founder inboxes and calendars (aim for inbox zero).
- Draft, proof, and send professional internal/external communications.
- Prepare meeting briefs and follow-ups, ensuring founders are always context-ready.
- Manage task lists and close 90%+ of delegated items within 48 hours.
- Maintain dashboards and documentation in Asana, Notion, and internal tools.
- Create and update SOPs to improve consistency and efficiency.
- Build structure around recurring workflows through automation and process mapping.
- Monitor task completion, reducing recurring errors or missed deadlines.
- Coordinate hiring pipelines and outreach for U.S.-based roles.
- Research, screen, and communicate with potential talent and vendors.
- Support partner development, scheduling, and coordination for business initiatives.
- Manage internal communications such as weekly team updates and investor notes.
- Research new tools and AI automations to improve operational speed and accuracy.
- Identify potential issues early and propose proactive solutions.
Must-Have (Required):
- 3+ years of experience as an Executive Assistant, Admin Specialist, or Operations Partner.
- Strong written and verbal communication skills in English.
- Proven ability to manage calendars, inboxes, and founder-level communication.
- Tech-savvy and resourceful – skilled in Notion, Asana, Google Workspace, Slack, and automation tools (Zapier, AI assistants).
- Exceptional attention to detail, organization, and time management.
- Proactive mindset with strong ownership and discretion in handling confidential information.
- Prior experience working directly with CEOs, founders, or startup leadership.
Tools Proficiency
- Notion
- Asana
- Google Workspace (Docs, Sheets, Drive, Calendar)
- Slack
- Zapier
Skills
FAQs
What is the last date for applying to the job?
The deadline to apply for Full-Time Executive Assistant / Admin Specialist at Pearl is
1st of December 2025
. We consider jobs older than one month to have expired.
Which countries are accepted for this remote job?
This job accepts [
Philippines LATAM (Mexico, Colombia, Argentina, Brazil) North America / Eastern Europe
] applicants. .
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