Pearl Talent Executive Team Operator

We need an Executive Assistant who can be the right hand to our founder and act as a force multiplier. A key part of this role is managing the leader’s workflow triaging communications, prepping him for meetings, and being their main point person across departments and new initiatives. Youll also maintain the contact ecosystem, ensuring the calendar and inbox are tracked appropriately. The ideal hire is someone who can toggle between executing detailed tasks and stepping in to represent the leaders perspective on both internal and external meetings. Youll anticipate needs before theyre expressed and create processes that make everything run smoother.

Role Overview

The Executive Team Operator will play a key role in supporting the founder by managing daytoday tasks, ensuring seamless operations, and driving strategic initiatives to completion. They will act as the right hand, handling both administrative and project management responsibilities.

Requirements

Scheduling & Meeting Organization:

• Organize meetings for the CEOs executive team, including scheduling across multiple time zones, sending reminders, and preparing relevant materials like agendas or meeting notes.
• Coordinate logistics for inperson events, such as client meetings, networking events, or attendance to conferences.

• Communication & Documentation:

  • Draft, edit, and manage clientfacing emails and internal communications, ensuring alignment with the Founders voice.
  • Assist in creating and distributing marketing materials like newsletters, social media posts, or event invitations.

  • CrossFunctional Support:

    • Manage CRM systems (e.g., HubSpot, Click Up, Google Sheets) by updating client information, tracking sales leads, and generating reports.
    • Support adhoc team projects by coordinating timelines, tracking deliverables, and ensuring deadlines are met.
    • Assist with event planning for inperson networking dinners, webinars (future project), including registration management and followup communications.
    • Conduct clientlead research and prepare for meetings by gathering relevant insights, creating briefing documents, and ensuring the team has necessary materials to engage effectively.

    • Administrative & Data Management:

      • Organize and maintain CRM data integrity, including accurate geolocation, additional relevant context, and next follow up steps.
      • Coordinate across tools like Slack, Gsuite, 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.

      • Immediate Tasks Anticipated for the Candidate to Fully Own on Week 1:

        • 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 followups are in place. Especially for our most important clients or leads.
        • Start managing communication channels and drafting responses to emails or inquiries.

        • Benefits

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