Executive Assistant for an AI and Voice Tech Company Full-time

Work Arrangement: Fully remote
Job Type: Full-time
Work Schedule: 9 AM – 6 PM EST
Time Zone: Eastern Standard Time (EST)
Holiday Orientation: US Holidays

About Pearl TalentPearl 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 CompanyThe company is transforming business communications with AI-powered voice automation, helping industries like healthcare, real estate, and finance enhance efficiency and customer engagement.

Role OverviewThe company is looking for a highly organized Executive Assistant to support leadership with executive operations, sales admin tasks, and workflow management. The ideal candidate has experience in sales support, CRM management, and business operations and can work independently while adapting to the executive team’s communication style.

Key Responsibilities:
Executive Support & Operations

• Manage executive scheduling, calendar coordination, and travel arrangements.
• Handle email correspondence, prioritize tasks, and track action items.
• Ensure smooth day-to-day operations by proactively addressing administrative needs.
• Assist with special projects, presentations, and reports.

Sales & Business Development Support

• Manage CRM updates (Attio or similar), ensuring accurate and organized sales data.
• Conduct timely follow-ups after sales calls and maintain communication logs.
• Assist in preparing marketing materials and sales documentation.
• Conduct research to support sales strategies and client outreach.

Meeting Coordination & Documentation

• Organize and schedule internal and external meetings.
• Prepare agendas, take detailed notes, and track follow-up action items.
• Maintain records of key discussions and ensure timely execution of tasks.

Process & Workflow Optimization

• Develop and refine standard operating procedures (SOPs).
• Improve workflow systems for task tracking, email management, and reporting.
• Support data migration and financial reporting as needed.

Confidential & High-Value Task Management

• Handle sensitive business information with discretion.
• Work closely with leadership to execute high-priority initiatives.

Requirements

Must-Have Requirements

• Experience as an Executive Assistant, Sales Administrator, or similar role.
• Background in sales support (CRM management, follow-ups, documentation).
• Proficiency in Google Workspace (Docs, Sheets, Calendar, Gmail).
• Experience with CRM tools (Attio, HubSpot, Salesforce, or similar).
• Strong communication, organization, and multitasking skills.
• Ability to adapt to executive communication styles and work independently.

Nice-to-Have Requirements

• Experience in AI-powered products or tech startups.
• Familiarity with Linear (or similar project management tools).
• Background in financial modeling or reporting.
• Experience in B2C industries (healthcare, real estate, insurance).

Benefits

Compensation Package:

• Remote Work: Fully remote-work from anywhere
• Generous PTO: Ample paid time off to rest and recharge
• 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:

1. Application
2. Screening
3. 30 minute Interview
4. Skills Assessment
5. Client Interview
6. Job Offer
7. 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.