Executive Assistant

@ Pearl Talent

About Pearl Talent

Pearl Talent 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. Enjoy benefits such as retention bonuses and annual retreats.

About the Client

The client has 25+ years of experience in financial advisory, helping small business owners and entrepreneurs achieve significant savings and business goals.

Role Overview

The Executive Assistant provides high-level support managing client communication, workflows, and firm operations. Responsibilities include handling client intake and onboarding, managing the executive’s calendar, tracking deadlines/projects, maintaining organized digital records, preparing reports and engagement letters, and supporting billing and administrative tasks.

Key Responsibilities

• Client Intake & Communication: Schedule meetings, manage calendar, handle onboarding and follow-ups, and monitor client portal and emails.
• Workflow & Deadlines: Track tax return, accounting, project deadlines; follow up with offshore staff; update weekly status reports.
• Operations & Administration: Maintain client files and firm records on cloud; coordinate signatures, manage DocuSign and e-filing; prepare engagement letters and track renewals.
• Billing & Financial Admin: Draft invoices, track AR, and order supplies.
• General Support: Serve as central communication for offshore teams ensuring project progress.

Tools & Technologies

Experience with Canopy Software, Microsoft Office (Excel), Slack, Outlook, DocuSign, cloud-based file storage, invoice software, and client portal/email platforms is required.

Requirements

• Minimum 5 years of experience in executive support/administration.
• Fluency in English and Spanish.
• Proficiency in Microsoft Office Suite, Slack, and Outlook.
• Familiarity with tax return processes and accounting support.
• Strong organizational skills with digital file management experience.
• Proactive problem-solving and independent initiative.

Nice-to-Haves

• Tech savvy with video conferencing and collaboration tools (Zoom, Teams, Notion, ClickUp).
• Experience in cross-cultural communication with offshore teams.
• Project management skills using Asana, Trello, or Monday.com.

Benefits

• Competitive salary (to be discussed).
• Fully remote work from anywhere.
• Unlimited PTO and standard US holiday adherence.
• Direct mentorship and global networking opportunities.
• Flexible work-life balance with supportive hours.

Recruitment Process

The process includes Application, Pre-Screening, Top-grading Interview, Skills Assessment, Client Interview, Job Offer, and Client Onboarding.

Key skills/competency

• Executive Support
• Client Communication
• Workflow Management
• Administration
• Billing
• Digital Organization
• Scheduling
• Onboarding
• Proactivity
• Cross-Cultural Communication