Executive Assistant / Chief of Staff - A263

Job Description

Industry

Internal / Admin / Executive Assistance

Work Arrangement

Fully remote with strong overlap during U.S. business hours

Job Type

Full-time

Work Schedule

Standard business hours - with daily U.S. time zone overlap; high responsiveness expected (9 am – 6 pm EST)

Locations:

• LATAM: Mexico City (Mexico), Bogotá (Colombia), São Paulo (Brazil), Buenos Aires (Argentina), Honduras (Dominican Republic)
• Philippines

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 operates in a fast-paced investment and deal-driven environment. They work with startups and founders to execute deals, manage investor relationships, and drive operational excellence.

Role Overview

This role blends Executive Assistant support with operational ownership, process management, and CRM oversight. You will manage inboxes, calendars, and multi-step processes across deals and LP relationships while building and maintaining internal systems from scratch. The position is designed to evolve into full ownership of workflows, external follow-ups, and operational execution. The ideal candidate is highly autonomous, presents exceptionally well over email, and thrives managing complex, multi-step processes with minimal guidance.

Your Impact

• Ensure smooth execution of deals, LP communications, and founder-level operational processes.
• Build, maintain, and optimize internal workflows and CRMs to improve efficiency and accuracy.
• Provide consistent, high-quality written communications on behalf of leadership.
• Enable leadership to focus on strategic priorities by managing operational details and execution.
• Identify gaps in processes and implement solutions that improve team and organizational effectiveness.

Core Responsibilities

Executive Assistant & Inbox Ownership – 30%

• Manage scheduling and email flow for meetings and deal coordination.
• Track to-dos and proactively nudge leadership when items slip.
• Prepare pre-meeting agendas based on prior calls and context.
• Coordinate logistics, planning, and calendar execution end-to-end.
• Move AI-generated meeting notes into structured Google Drive folders.

Organization & Systems Management – 25%

• Set up and manage CRM from scratch, including data hygiene and reminders.
• Own setup and ongoing management of tech tools (Google Drive, Slack, Asana/Notion).
• Maintain structured documentation and internal knowledge bases.
• Ensure information is consistently logged, updated, and accessible.

Deal & LP Process Management – 25%

• Manage internal deal processes end-to-end, from intake through execution.
• Run workflows through CRM, including reminders, memos, and follow-ups.
• Support scheduling and coordination with founders and external stakeholders.
• Own operational steps during deal execution to ensure nothing drops.
• Track LP relationships, including identifying LPs who can become customers.

Communication & External Follow-Ups – 10%

• Draft professional, polished emails on behalf of leadership.
• Maintain consistent external follow-ups across deals and LP communications.
• Support preparation and drafting of quarterly LP updates.
• Ensure messaging reflects clarity, sophistication, and strong judgment.

Financial & Operational Support – 10%

• Categorize expenses and maintain light bookkeeping-style tracking.
• Support coordination around logistics, vendors, and operational execution.
• Identify workflow gaps and propose process improvements proactively.

Requirements

Must-Haves (Required)

• Proven experience in Executive Assistant or hybrid EA/Operations roles.
• Exceptional written English, especially professional email communication.
• Strong experience managing inboxes, calendars, and task prioritization.
• Comfort setting up CRMs, tools, and workflows from scratch.
• High autonomy, ownership mindset, and proactive execution style.
• Ability to manage deal-like, multi-step processes without losing detail.

Nice-to-Haves (Preferred)

• Experience supporting investment, deal, or LP-facing environments.
• Familiarity with CRM tools (Attio), Notion, Asana, or similar systems.
• Experience drafting investor or stakeholder updates.
• Comfort working alongside AI tools for notes, drafting, and organization.

Tools Proficiency

Must-Haves (Required)

• Google Workspace (Gmail, Calendar, Drive, Docs, Sheets), CRM systems (platform-agnostic), Notion, Asana, or similar task and documentation tools

Nice-to-Haves (Preferred)

• AI note-taking and drafting tools, spreadsheet-based tracking for operations or finance

Benefits

• 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

1. Application
2. Screening
3. Skills Assessment
4. Top-grading Interview
5. Client Interview
6. Job Offer
7. 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.