Offer summary

Qualifications:

Proven experience as an executive assistant or in a similar administrative role., Strong organizational skills with the ability to manage multiple tasks and priorities effectively., Excellent communication skills, both written and verbal, with a focus on discretion and professionalism., Familiarity with tools such as Google Workspace, Notion, and scheduling software like Acuity or Calendly..

Key responsibilities:

Manage the CEO and CTO's inbox and calendar, prioritizing emails and scheduling meetings across time zones.

Coordinate interviews for multiple candidates weekly across various functions.

Handle travel bookings and manage itineraries for business trips.

Support internal workflows and assist with light project management tasks as needed.

Job description

Work Arrangement: Remote

Monday–Friday 8:00 AM – 6:00 PM EST (with flexibility to support PST overlap for CTO)

Job Type: Full-time
Salary: Competitive base salary in USD
Work Schedule: 40 hours per week

About Pearl Talent

Pearl 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.

Hear why we exist, what we believe in, and who we’re building for: Watch here

Role

🧑‍💻 We are hiring an Executive Assistant to support co-founders—primarily the CEO, with secondary support to the CTO—across scheduling, email management, recruiting coordination, and a range of high-leverage admin tasks.

🏢 About the company

Our partner company is an Applied AI Lab transforming the IT Services sector. Backed by top-tier investors, is on a mission to modernize the $300B+ Managed Service Provider (MSP) space by building intelligent automation agents and acquiring legacy IT firms. The team blends deep AI engineering talent with seasoned private equity operators. With a growing portfolio and an aggressive roadmap, it is building at the frontier of enterprise tech—fast, lean, and with purpose.

Requirements

Inbox & Calendar Management for CEO and CTO, including triaging emails, identifying priorities, and scheduling internal/external meetings across time zones
Interview Coordination for 10–20 candidates/week across multiple functions (engineering, biz ops, finance)
Travel Booking & Itinerary Management (typically 1–2 trips/month)
Administrative Execution: Including vendor research, occasional team swag/merch orders, and light process documentation
Internal Workflow Support across Notion, Slack, and scheduling tools
Light Ops/Project Management — e.g., “Figure this out for me” style tasks with minimal context but expected excellence
Discreet Communication Liaison for customers or investors where appropriate

Immediate tasks anticipated for the candidate to fully own on week 1:

Fully take over CEO inbox triage and meeting scheduling
Begin coordinating all recruiting interviews across departments
Establish SOPs around daily standups, priority reminders, and comms routing
Shadow and then independently execute calendar ownership for both co-founders
Complete onboarding across internal tools (Notion, Slack, email, scheduling tools)
Research and execute on small admin tasks such as vendor or swag sourcing

Slack – Team comms
Notion – Internal documentation
Google Workspace – Calendar, Drive, Email
Acuity / Calendly / Cron – Scheduling
Loom / Zoom – Meetings & async video
Internal Interview Tools / ATS – Candidate tracking
Custom AI Ops Stack – Tooling built in-house (basic fluency expected)

Benefits

🤝 What You’ll Get

Salary in USD, pay monthly in contractor scheme

Holiday Adherence:

US Holidays

PTO Entitlement:

10 standard business days per year (client-aligned, flexible)

Professional Development: Annual learning budget for books, courses, and conferences
Mentorship: Learn directly from startup veterans (ex-Looker, GitHub, Mulesoft)
Impact: Help shape a growing brand with a voice that influences fintech innovation
Inspiring Workspaces: Offices in Berlin, New York, and London, with travel opportunities
Flat Hierarchy: Work directly with founders and have your ideas heard
Flexible Work Setup: Equipment of your choice, strong home office support