Executive Assistant (US Power Provider Company)

Work Arrangement: Fully remote, overlapping EST working hours

Job Type: Full-time

Salary Range: Competitive, based on experience

Work Schedule: 40 hours per week, Monday to Friday, 9:00 AM – 6:00 PM EST

Locations: Remote

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.

Why Work with Us?

We mean what we say that we’re building a different recruiting company here. We only work with exceptional founders from the US and EU who care about the long-term success of their team members. We also provide you with attainable 3, 6, 9, 12 month, and beyond retention bonuses in addition to community oriented opportunities like an annual retreat.

About the Company:

Bringing access to power to developers to AI data centers and advanced manufacturing facilities. We partner with utilities and sell to developers. Work closely with power companies (utilities) to make sure there’s enough electricity available and then sell that power to developers—businesses that are building and running these high-tech facilities. Essentially, act as the middleman, making sure the right amount of power gets to the right places efficiently.

What are the main functions?

• The Executive Assistant (EA) will be responsible for managing the day-to-day operations of the executive team with precision and a high degree of professionalism. This includes:
• Calendar Management: Overseeing complex scheduling, coordinating meetings, and managing travel arrangements across multiple time zones. We are growing quickly and our calendars are packed — your job is to ensure meetings are scheduled appropriately, in a timely manner, and in line with the CEO’s preferred weekly/daily arrangements.
• Operational Support: Streamlining action points, managing all communication and scheduling channels, and identifying areas for process improvement.
• This includes operational support for in-office activities. For example, coordinating lunch orders through DoorDash for Business.
• Client Relations: Handling key communications with partners and clients, ensuring a high level of service and professionalism.
• no live calls or meetings to be led by EA, simply communication management on email. Reviewing the emails, sorting them, preparing drafts where needed.
• Project Management Support: Assisting in project coordination, tracking deadlines, and ensuring tasks are completed efficiently.

1. General Tasks• Manage the principal’s personal calendar by scheduling appointments and coordinating events.

• Plan and coordinate company activities and events.
• Coordinate and schedule meetings based on the availability of participants.
• Check all calendars on Google Calendar, and then check via email to confirm your suggested time (especially because many team members have other responsibilities).
• Send out invitations and manage RSVPs. Use the client's Zoom Link for video conferences (depending on who’s participating).
• Adjust and reschedule appointments as needed.
• Ensure that meeting times accommodate different time zones if necessary. Please be super cognizant of this as even the US has multiple time zones.
• Schedule meeting prep calls ahead of important client engagements.
• Arrange daily team lunch deliveries and office pantry list orders.
• Conduct research and assist with personal projects as requested.

2. Organizing Daily, Weekly, and Monthly Calendar Guidelines• Maintain an organized calendar, categorizing appointments, meetings, and events.

• Schedule Weekly Team Meetings
• Schedule Monthly Board Meeting
• Always confirm meeting Zoom Link/Physical Locations

3. Reminders and Notifications• Set up reminders for upcoming meetings, deadlines, and important tasks.

• Ensure the client is notified of any last-minute changes or cancellations

4. Expectations from our Executive Assistant• Be prepared for fast-paced work environment and quick decision-making.

• Maintain strict confidentiality regarding company information.
• Develop a system for tracking and following up on action items from meetings.
• Be proactive in anticipating needs and solving problems before they arise.
• Stay flexible with scheduling, as startup dynamics may require last-minute changes.
• Keep a list of preferred airlines, hotels, and restaurants for travel arrangements.
• Familiarize yourself with the basics of energy grid systems and AI applications in climate tech to better understand the context of work discussions.

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

• Assisting with the organization of executive schedules on Zoom, Google Calendar.
• Onboarding and introduction to company tools and workflows.
• Leading a comprehensive overview and setup of communication templates, reporting structures, and document management systems.

We are looking for:

• Strong organizational skills and attention to detail.
• A self-starter who can work independently with minimal supervision.
• Experience working in a high-growth or fast-paced environment is preferred.
• High proficiency in Google Workspace, Zoom, and Slack platforms.

Other Preferences:

Our ideal candidate is proactive, resourceful, and thrives in fast, high-pressure environments. They are solutions-driven and have a keen eye for detail. This individual should be able to manage multiple tasks simultaneously while maintaining a high standard of quality and professionalism. They should be confident enough to suggest improvements and contribute to process optimization.

What are the different tools and communication channels used by the team?

• Slack (for internal communication)
• Google Workspace (for document management and collaboration)
• Zoom (for virtual meetings)
• Salesforce (nice to have)

Compensation Package:

• Competitive Salary
• 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