Executive Virtual Assistant

Summary

Join Pearl Talent as a highly organized and proactive Executive Assistant, supporting our leadership team in seamless operations. This full-time, remote independent contractor role requires managing executive schedules, coordinating meetings, handling communications, and overseeing administrative tasks. You will need strong calendar management, email communication, and meeting coordination skills. Experience as an Executive Assistant, preferably supporting C-level executives, is essential. We offer flexible hours, generous PTO, direct mentorship, learning and development opportunities, global networking, and a focus on work-life balance.

Requirements

• Experience as an Executive Assistant – Preferably supporting C-level executives
• Strong Calendar & Scheduling Management Skills – Ability to handle complex scheduling and prioritize meetings effectively
• Email & Communication Management – Experience drafting, filtering, and responding to emails professionally
• Meeting Coordination & Documentation – Skilled in preparing agendas, taking meeting minutes, and following up on action items
• Project & Task Management – Ability to track initiatives, ensure deadlines are met, and escalate urgent matters
• Travel Planning Expertise – Coordination of domestic and international travel, including accommodations and itineraries
• Confidentiality & Discretion – Proven ability to handle sensitive information with professionalism

Responsibilities

• Handle complex scheduling for executives, optimizing time and prioritizing critical meetings
• Coordinate internal and external appointments, ensuring minimal conflicts and maximum efficiency
• Draft, filter, and respond to emails on behalf of executives, ensuring clear and effective communication
• Maintain organized inboxes, flagging urgent matters and ensuring timely responses
• Organize and schedule meetings, including preparing agendas, taking minutes, and following up on action items
• Ensure meeting materials are prepared in advance and distributed appropriately
• Track key initiatives and deadlines, escalating urgent matters when needed
• Support the execution of strategic projects and ensure timely deliverables
• Coordinate domestic and international travel, including flights, accommodations, itineraries, and logistics
• Prepare expense reports and ensure all travel-related documentation is in order
• Manage documentation, prepare reports, and contribute to operational efficiencies
• Assist with vendor coordination and client interactions to facilitate smooth business operations
• Handle sensitive information with the highest level of professionalism and confidentiality
• Maintain discretion while managing executive communications and business matters
• Gain full access to and familiarize yourself with the executive’s calendar and inbox
• Review ongoing projects and key deliverables to understand priorities
• Meet with key team members to align on workflows and communication styles
• Organize and optimize existing administrative processes for better efficiency
• Begin drafting and filtering emails to reduce the executive’s workload
• Assist with travel planning and scheduling for upcoming engagements

Preferred Qualifications

• Experience in Healthcare, Radiology, or Tech-Driven Environments – Familiarity with industry-specific challenges
• Familiarity with SEO, Digital Tools, or Reporting Software – Useful for assisting with operational efficiencies
• Previous Experience Managing Vendors & Clients – Helpful for external coordination
• Background in Project Management – An added advantage in keeping executives aligned with business priorities
• Exposure to Startup or High-Growth Environments – Ability to adapt to a fast-moving and dynamic workspace
• Fluency in Additional Languages – Helpful for international business interactions

Benefits

• 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
• Attainable 3, 6, 9, 12 month, and beyond retention bonuses