Executive Assistant (US AI & E-Commerce Startup)

Work Arrangement: Fully remote, overlapping EST working hours.
Job Type: Full-time, 40 hours per week
Salary Range: Up to $2,000 per month, based on experience
Work Schedule: Monday to Friday, with core hours of work anywhere between 9AM - 7PM EST
Locations: Remote, open to candidates in Philippines, South Africa and LATAM

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.

Why Work with Us?

We mean what we say that we’re building a different recruiting company here. We only work with exceptional founders from the US and EU who care about the long-term success of their team members. We also provide you with attainable 3, 6, 9, 12-month, and beyond retention bonuses in addition to community-oriented opportunities like an annual retreat.

About the Company:

Our client is an awarded journalist, author, venture capitalist and entrepreneur focused on building impactful solutions in the e-commerce and AI space. They are deeply committed to creating innovative products that shape the future of AI and e-commerce, with an emphasis on efficiency, scalability, and positive impact.

Role Overview:

As the Executive Assistant, you will play a pivotal role in supporting the client by managing their complex schedule, coordinating travel, and assisting with operations for both companies that they run. This role is ideal for someone who thrives in a fast-paced environment and enjoys supporting senior leadership in driving the success of multiple projects. You’ll also get the chance to engage with high-level executives, investors, and innovative thinkers in the AI and venture capital space.

Your Impact:
You will directly contribute to the smooth functioning of the founder's day-to-day operations, enabling them to focus on the growth and innovation of the companies. Your efforts will ensure seamless scheduling, effective travel management, and organized CRM and financial oversight, ultimately helping to propel the businesses forward.

Key Responsibilities:

1. Complex Scheduling & Coordination

• Manage and prioritize schedules for the client across multiple time zones.
• Coordinate meetings and team events to ensure smooth operations and high-level engagements.

• Arrange seamless travel logistics, including flights, accommodations, and transportation.
• Ensure the Founders have everything they need for efficient and stress-free travel.

• Maintain the CRM (Affinity) and ensure all investor and company information is up to date.
• Conduct research to support investment decisions and provide strategic insights on potential portfolio companies.
• Assist with document management and daily operations for Theory Forge.

• Assist with onboarding, manage internal documents, and ensure smooth workflow across teams.
• Provide proactive support to the operations team and address any emerging challenges.

• Oversee financial tasks such as processing bills, payments, and tracking expenses.
• Assist with managing budgets and financial workflows, ensuring operational efficiency.

Immediate Tasks Anticipated for the Candidate to Fully Own on Week 1:

• Calendar Management: Start managing complex scheduling for the Founders, ensuring all meetings and events are well-coordinated.
• Travel Logistics: Organize upcoming travel for the Founders, ensuring smooth arrangements and alignment with preferences.
• CRM Management: Begin updating and organizing the CRM (Affinity) with key investor, company, and contact information.
• Financial Oversight: Set up initial systems for tracking expenses and managing financial documents.

Requirements

Must-Have:

• Minimum 3+ years of experience supporting C-level executives, ideally in a startup environment.
• Proficiency with CRM tools (Affinity preferred) and basic financial management.
• Strong communication skills, both in written and spoken English.
• Strong organizational skills, with the ability to manage complex schedules and prioritize effectively.
• Exceptional attention to detail and the ability to work independently with minimal oversight.
• Tech-savvy, with an interest in new tools and platforms, particularly those related to AI and automation.

Nice-to-Have:

• Previous experience in AI or e-commerce sectors.
• Experience with financial management tools such as Bill.com or Rippling.
• Fluency in multiple languages.

Benefits

Compensation Package:

• Competitive Salary: Up to $2,000 per month, based on experience and skills
• Remote Work: Fully remote—work from anywhere
• Generous PTO: Unlimited paid time off
• Direct Mentorship: Grow through guidance from international industry experts
• Learning & Development: Ongoing access to resources for professional growth
• Global Networking: Work and connect with professionals around the world
• Work-Life Balance: Flexible hours that support a healthy work-life balance

Our Recruitment Process:

• Application
• Screening
• Top-grading Interview
• Skills Assessment
• Client Interview
• Job Offer
• Client Onboarding

Ready to Join Us?

If this role aligns with your skills and career goals, we’d love to hear from you. Apply now to take the next step in your journey with Pearl.