Executive Team Operator

Summary

Join Pearl Talent as an Executive Team Operator/Executive Assistant and support our founder in managing daily tasks, driving strategic initiatives, and ensuring seamless operations. This remote, full-time independent contractor role (LATAM and PH based) requires 40 hours per week with core hours between 9 AM – 5 PM EST. You will act as the founder's right hand, handling administrative and project management responsibilities, including scheduling, communication, cross-functional support, and data management. The ideal candidate can toggle between detailed tasks and representing the leader's perspective in meetings. You will anticipate needs and create processes for smoother operations. Potential for profit share is offered based on performance.

Responsibilities

• Organize meetings for the CEO's executive team, including scheduling across multiple time zones, sending reminders, and preparing relevant materials like agendas or meeting notes
• Coordinate logistics for in-person events, such as client meetings, networking events, or attendance to conferences
• Draft, edit, and manage client-facing emails and internal communications, ensuring alignment with the Founder's voice
• Assist in creating and distributing marketing materials like newsletters, social media posts, or event invitations
• Manage CRM systems (e.g., HubSpot, Click Up, Google Sheets) by updating client information, tracking sales leads, and generating reports
• Support ad-hoc team projects by coordinating timelines, tracking deliverables, and ensuring deadlines are met
• Assist with event planning for in-person networking dinners, webinars (future project), including registration management and follow-up communications
• Conduct client/lead research and prepare for meetings by gathering relevant insights, creating briefing documents, and ensuring the team has necessary materials to engage effectively
• Organize and maintain CRM data integrity, including accurate geolocation, additional relevant context, and next follow up steps
• Coordinate across tools like Slack, G-suite, Canva, and ClickUp to ensure seamless communication and task management
• Provide support on ad hoc tasks such as market research, competitor analysis, or preparing client proposals to ensure team efficiency
• Manage the leadership team’s schedule and calendar, handling any conflicts or rescheduling with precision
• Begin organizing internal and external meetings, ensuring agendas, meeting minutes, and follow-ups are in place. Especially for our most important clients or leads
• Start managing communication channels and drafting responses to emails or inquiries
• Manage the leader’s workflow - triaging communications, prepping him for meetings, and being their main point person across departments and new initiatives
• Maintain the contact ecosystem, ensuring the calendar and inbox are tracked appropriately
• Anticipate needs before they're expressed and create processes that make everything run smoother

Benefits

• Potential for profit share based on performance
• Fully WFH, forever
• Annual team retreat
• Unlimited PTO