Executive Assistant / Admin Specialist
@ Pearl Talent

Hybrid
$85,000
Hybrid
Full Time
Posted 5 days ago

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Job Details

About Pearl Talent

Pearl works with the top 1% of candidates worldwide and connects them with the best startups in the US and EU. The clients represent companies backed by major investors like OpenAI, a16z, and Founders Fund.

About the Client

An AI-powered healthcare advocacy startup aiming to help patients navigate the U.S. healthcare system with empathy and precision, combining cutting-edge automation with human-centered support.

Role Overview

The Executive Assistant / Admin Specialist will serve as the operational backbone for the founding team, managing time, systems, and communications. In this high-trust role, you will drive operational efficiency and support strategic initiatives, with a clear path towards a Chief-of-Staff–level position.

Your Impact

  • Maximize founder leverage by managing time and tasks.
  • Establish and maintain effective operational systems.
  • Act as the central communication hub for the team.
  • Drive accountability and proactive problem-solving.
  • Evolve workflows with continuous improvements and automation.

Core Responsibilities

  • Founder Support & Communication (35%): Manage founder inboxes/calendars and prepare meeting briefs.
  • Operational Systems & Workflow (30%): Maintain dashboards, create/update SOPs, support process mapping.
  • Recruiting & Strategic Coordination (20%): Coordinate hiring pipelines, screen and communicate with potential talent.
  • Documentation & Strategic Projects (15%): Handle internal communications, research new tools, and solve issues proactively.

Performance Expectations

  • Inbox and calendar accuracy at 100%.
  • 90% of delegated tasks completed within 48 hours.
  • Zero recurring workflow errors.
  • Creation or improvement of 2-3 SOPs monthly.
  • Preparation of meeting briefs and anticipation of issues.

Requirements

  • 3+ years as an Executive Assistant, Admin Specialist, or Operations Partner.
  • Strong English written and verbal communication skills.
  • Proven skills in calendar and email management.
  • Tech-savvy using tools like Notion, Asana, Google Workspace, Slack, and automation tools.
  • Proactive mindset with high attention to detail and discretion.
  • Bachelor’s degree preferred; healthcare or startup experience is a plus.

Tools Proficiency

  • Required: Notion, Asana, Google Workspace, Slack, Zapier.
  • Preferred: Airtable, ChatGPT/AI Assistants, LinkedIn/CRM, Loom.

Benefits

  • Competitive salary based on experience.
  • Fully remote work with flexible hours.
  • Path to Chief-of-Staff within 2-3 years.
  • Generous PTO and health coverage (HMO for PH talents).
  • Direct mentorship and global networking opportunities.

Recruitment Process

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

Ready to Join Us?

If you're proactive, hyper-organized, and passionate about supporting founders in a fast-paced startup, we encourage you to apply and help scale this AI-driven healthcare startup.

Key skills/competency

  • Executive Support
  • Admin Management
  • Operational Efficiency
  • Communication
  • Time Management
  • Automation
  • Notion
  • Asana
  • Google Workspace
  • Strategic Coordination
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How to Get Hired at Pearl Talent

🎯 Tips for Getting Hired

  • Customize your resume: Emphasize executive support and operational skills.
  • Highlight tool expertise: Detail proficiency in Notion, Asana, and Slack.
  • Research Pearl Talent: Understand their client portfolio and culture deeply.
  • Prepare detailed examples: Show past success in managing operations tasks.

📝 Interview Preparation Advice

Technical Preparation

Review Notion and Asana functionalities.
Practice Google Workspace applications.
Learn basics of Zapier automation.
Familiarize with AI tool integrations.

Behavioral Questions

Describe managing high-pressure communications.
Explain a time you solved workflow issues.
Share experience handling confidential information.
Discuss teamwork in a fast-paced setting.

Frequently Asked Questions