Operations 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 is a New York–based clean energy startup making solar work for tenant-occupied buildings. Their platform empowers landlords to generate new revenue from solar installations while providing cost savings and renewable energy access to tenants.

Recognized by the U.S. Department of Energy and featured in Forbes as a top climate startup to watch, this company operates at the intersection of energy, real estate, and technology—bringing innovation and impact to the built environment.

Role Overview

Our client, a long-standing leader in academic and travel-based summer programs, is looking for a highly organized Operations 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.

Your Impact:

• Strengthen operational efficiency through precise documentation, organized workflows, and proactive communication management.
• Support seamless program delivery across multiple international locations during planning and peak summer seasons.
• Enhance team productivity through effective administrative support, schedule coordination, and streamlined processes.

Core Responsibilities:
1. Administrative Operations & Executive Support (25%)

• Manage calendars, meetings, travel logistics, and expense reporting for operations leadership.
• Prepare meeting agendas, record minutes, and track action items.
• Maintain confidential files, personnel documents, and sensitive information.
• Coordinate internal and external communications, including drafting correspondence.
• Schedule cross-department meetings and manage video conferencing logistics.

2. Project Coordination & Documentation (20%)

• Support project timeline tracking, milestones, and reporting.
• Maintain project documentation and ensure version control across stakeholders.
• Develop and update SOPs, workflows, and process documentation.
• Coordinate document review cycles, approvals, and policy updates.
• Monitor deadlines, flag risks, and prevent resource or scheduling conflicts.

3. Operations Systems & Database Management (15%)

• Manage operational databases and CRM platforms.
• Maintain rosters, staff lists, vendor records, and other key datasets.
• Support system updates, troubleshoot issues, and manage access permissions.
• Generate Excel-based dashboards, tracking sheets, and performance reports.
• Assist in system implementations by supporting testing and training.

4. Summer Operations Support (15%)

• Serve as the primary point of contact during peak summer operations.
• Log support tickets, track resolutions, and maintain communication logs.
• Coordinate logistics including supplies, equipment tracking, shipping, and inventory.
• Maintain emergency protocols and documentation.
• Process incident reports, timesheets, and daily program updates.

5. Partnership & Program Administration (10%)

• Support partnership documentation, contract tracking, and invoice coordination.
• Maintain organized files for university and program relationships.
• Schedule partner meetings, distribute updates, and track requests.
• Support administrative tasks for new program launches.
• Track deliverables, compliance requirements, and renewal timelines.

6. Communications & Stakeholder Coordination (10%)

• Draft and distribute operational communications.
• Maintain communication calendars and distribution lists.
• Facilitate information flow across operations, enrollment, marketing, and finance.
• Support Regional Directors with administrative and communication needs.
• Maintain templates, FAQs, and knowledge resources.

7. Training & Meeting Logistics (3%)

• Coordinate logistics for training sessions and operational meetings.
• Manage registration processes and prepare training materials.
• Track attendance and support virtual and in-person meeting facilitation.

8. Financial & Procurement Support (2%)

• Assist with purchase orders, vendor coordination, and expense documentation.
• Track budget spending and support procurement workflows.
• Process reimbursements and assist with financial record-keeping.

9. Quality Assurance & Process Improvement (2%)

• Identify opportunities to streamline operations and improve efficiency.
• Maintain quality-control standards across workflows and documentation.
• Support compliance reviews and operational audits.
• Maintain checklists, templates, and tools for consistent program delivery.

Requirements
Must-Haves

• Bachelor's degree or equivalent experience in operations, administration, or related fields.
• 1–3 years of administrative or operations experience in fast-paced environments.
• Advanced proficiency in Microsoft Excel (pivot tables, VLOOKUP/XLOOKUP, formulas, data cleaning, dashboards).
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Proficiency in Google Workspace and Microsoft Office.
• Experience with CRM, project management tools, and database systems.
• Ability to maintain accuracy, confidentiality, and attention to detail.
• Adaptability to seasonal peak workloads and shifting priorities.

Nice-to-Haves

• Background in education programs, youth development, or seasonal operations.
• Experience supporting multi-site operations or distributed teams.
• Familiarity with contract management and vendor coordination.
• Experience with procurement or budget tracking.
• Understanding of safety, compliance, or risk management processes.
• Prior experience supporting project managers and cross-functional teams.

Tools Proficiency

• Required

• Microsoft Excel (Advanced)

• Google Workspace (Docs, Sheets, Drive)
• Microsoft Office Suite
• Project Management Tools: Asana, , or similar
• CRM or operational databases

• Communication Platforms: Zoom, Slack, Teams

• Preferred

• Financial/Procurement Tools: Concur,

• Documentation Tools: Notion, SharePoint

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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