Executive Assistant

Work Arrangement: Remote

Job Type: Independent Contractor, Full-time

Work Schedule: US Time Zones (ET, CT, MT, or PT)

Locations:

• Remote (US time zone alignment required)

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, a long-standing leader in academic and travel-based summer programs, is looking for a highly organized Executive Assistant to support daily functions of the Global Operations team. This role provides administrative, project coordination, and operational support across a wide portfolio of international youth programs.

The ideal candidate thrives in fast-paced environments, excels at tracking complex details, and demonstrates proactive problem-solving. You will maintain documentation, coordinate communications, support workflows, and help ensure smooth planning and in-season execution across multiple program sites.

Role Overview

The Executive Assistant (Advanced Excel Proficiency) will provide high-level administrative, operational, and analytical support to C-level executives. This role requires exceptional organizational skills, advanced Excel capability, strong communication, and the ability to manage sensitive information with discretion.

You will oversee executive calendars, coordinate projects, handle detailed documentation, manage reporting workflows, and prepare data-driven insights that enable fast and informed decision-making.

The ideal candidate is proactive, detail-oriented, excels in fast-paced environments, and brings a strong ability to manage complex tasks with minimal oversight.

Your Impact:

• Strengthen executive productivity through precise calendar, communication, and workflow management.
• Improve organizational visibility by preparing data-driven reports and dashboards using advanced Excel tools.
• Enhance team coordination by serving as the central point of contact across operations, finance, and external partners.
• Support strategic decision-making with timely reporting, research, and process optimization.

Core Responsibilities:
1. Executive Administrative Support – 35%

• Manage complex C-level calendars, scheduling, travel arrangements, and meeting logistics.
• Prepare agendas, record meeting minutes, and track all follow-ups and action items.
• Draft executive correspondence and manage inbox workflows.
• Handle confidential documents, agreements, and personnel information with discretion.
• Coordinate cross-functional communication on behalf of the executive team.

2. Advanced Excel Reporting & Data Analysis – 25%

• Build and maintain spreadsheets, dashboards, and reports using advanced Excel functions (PivotTables, XLOOKUP, INDEX/MATCH, conditional formulas, macros, etc.).
• Analyze operational, financial, and performance data to support decision-making.
• Prepare weekly, monthly, and quarterly reports for executive review.
• Improve existing data workflows and create streamlined documentation.

3. Project Coordination & Documentation – 15%

• Support executives in tracking milestones, deliverables, and cross-team project alignment.
• Maintain accurate documentation, SOPs, and process materials.
• Assist with project timelines, risk identification, and follow-through.
• Facilitate approval workflows and update project documentation.

4. Operations & Internal Support – 15%

• Coordinate logistics for internal meetings, trainings, and executive sessions.
• Assist with procurement, vendor coordination, and expense documentation.
• Maintain internal databases, files, and shared drives for easy access.
• Support onboarding processes and internal communication updates when needed.

5. Communications & Stakeholder Coordination – 10%

• Draft clear, professional communication for internal and external stakeholders.
• Maintain distribution lists, message templates, and communication schedules.
• Serve as liaison between executives and teams across operations, finance, and external partners.

Requirements
Must-Haves

• 3+ years of Executive Assistant or senior administrative support experience.
• Proven experience supporting C-suite or VP-level leadership.
• Advanced proficiency in Microsoft Excel (PivotTables, XLOOKUP, nested formulas, data validation, charts, automations).
• Strong organizational skills and the ability to manage multiple priorities.
• Excellent written and verbal communication.
• Proficiency in Google Workspace and Microsoft Office.
• Experience managing calendars, travel, inboxes, and confidential documents.
• High attention to detail, accuracy, and follow-through.

Nice-to-Haves

• Experience in operations, data reporting, or project coordination.
• Background supporting technical or fast-paced startup environments.
• Exposure to CRM systems or workflow management tools (Asana, , Notion).
• Experience working across multiple teams and stakeholders.

Tools Proficiency

• Required

• Microsoft Excel (Advanced)

• Google Workspace
• Microsoft Office (Word, Excel, Outlook)
• Project Management: Asana, , or similar

• Communication Tools: Slack, Zoom, Teams

• Preferred

• Notion, SharePoint

• Concur, , or similar procurement tools
• CRM tools (HubSpot, Salesforce, or equivalent)

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 you're a highly organized professional who thrives in dynamic environments and values both precision and empathy, this role is for you. Join a mission-driven team building a cleaner, fairer energy future — one building at a time.

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