Executive Assistant

Summary

Join Pearl Talent as a remote Executive Assistant, providing comprehensive support to a client in the US. This full-time, independent contractor role offers a competitive salary and flexible hours with a required 2-hour PST overlap. Responsibilities include billing and bookkeeping oversight, calendar management, document preparation, executive support, inbox and task management, operations coordination, HR-adjacent projects, and personal/business administrative support. The ideal candidate is highly organized, proactive, and experienced in bookkeeping and financial data cross-checking. Excellent communication and proofreading skills are essential, along with strong Microsoft Office proficiency. Benefits include generous PTO, access to executive coaching, and fully managed payroll, HR, and compliance.

Requirements

• Highly organized, proactive, and self-managed
• Experience with bookkeeping and cross-checking financial data (QuickBooks or similar)
• Excellent written communication, research, proofreading skills
• High discretion, trustworthiness, and HIPAA-level confidentiality awareness
• Strong Microsoft Office proficiency (especially Excel, Outlook, and Word)
• Able to own and execute personal and business tasks without excessive handholding

Responsibilities

• Cross-check entries from the bookkeeper
• Flag inconsistencies
• Generate summary reports
• Manage complex scheduling across clients, legal teams, and practitioners
• Anticipate and resolve conflicts in real time
• Maintain alignment between personal and professional calendars
• Format legal and forensic documents, ensuring clarity and compliance
• Proofread for grammar, structure, and citation accuracy (APA preferred)
• Run short accountability huddles
• Set reminders
• Organize and prioritize the client’s task queue
• Triage and respond to basic client inquiries
• Flag urgent issues
• Ensure follow-ups are tracked
• Execute SOPs for billing, reimbursements, and insurance workflows
• Recommend process improvements where needed
• Build staff rosters
• Setting up payroll
• Track benefits usage, staff documentation, and credentialing
• Book travel, hotel reservations, and personal appointments
• Manage errands and personal administrative tasks

Preferred Qualifications

• Background supporting clinical, forensic, legal, or healthcare professionals
• Familiarity with billing cycles and credentialing, specifically in mental health clinics
• Prior experience in legal proofing, APA citation formatting, or medical reports
• Project management experience using Excel, Notion, or similar tools

Benefits

• 15 days annually
• Access to coaching and professional growth resources
• Fully managed payroll, HR, and compliance