Executive Assistant (with Experience in Hiring)

Work Arrangement: Remote, with flexibility to handle urgent tasks outside regular working hours.
Job Type: Full-time
Holiday Adherence: US Federal Holidays
PTO Entitlement: Standard PTO as per company policy
Salary: Competitive, commensurate with experience

About Pearl Talent

Pearl Talent connects the top 1% of global candidates with leading startups in the US and EU. With a portfolio of startups backed by industry leaders like OpenAI, a16z, and Founders Fund, Pearl Talent focuses on matching highly skilled professionals with roles that drive long-term success. Pearl fosters career growth, offering candidates opportunities for promotions and global engagements.

About the Company

The company transforms artificial intelligence into a repeatable business advantage. By leveraging cutting-edge AI technologies, The company empowers businesses to solve their most pressing challenges and seize opportunities. Guided by values of truth, integrity, and excellence, The company collaborates with world-class AI experts to deliver real business value. The company thrives on innovation and agility in a collaborative, inclusive environment.

Role Overview

The Executive Assistant will play a key role in supporting the Sales & Marketing teams by managing day-to-day tasks, ensuring seamless operations, and driving strategic initiatives to completion. They will act as the right hand to senior leaders, handling both administrative and project management responsibilities.

Key Responsibilities

Scheduling & Meeting Organization:

• Organize meetings for the Sales & Marketing team, including scheduling across multiple time zones, sending reminders, and preparing relevant materials like agendas or sales reports.
• Coordinate logistics for in-person events, such as client meetings, or marketing campaigns.
• Manage travel bookings for the team, including flights, accommodations, and itineraries, particularly for sales trips or conferences.

Communication & Documentation:

• Draft, edit, and manage client-facing emails and internal communications, ensuring professionalism and alignment with the company's brand voice.
• Assist in creating and distributing marketing materials like newsletters, social media posts, or event invitations.

Sales & Marketing Support:

• Manage CRM systems(e.g., Salesforce or HubSpot) by updating client information, tracking sales leads, and generating reports.
• Support marketing campaigns by coordinating timelines, tracking deliverables, and ensuring deadlines are met.
• Assist with event planning for virtual webinars, workshops, including registration management and follow-up communications.
• Conduct client 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 sales and marketing data, including campaign performance metrics, customer feedback, and sales pipeline updates.
• Coordinate across tools like Slack, G-suite, Canva, and Zoom 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.

Requirements

Must-Haves

• Highly organized and capable of managing multiple competing priorities effortlessly.
• Experienced in supporting two CEOs and handling high-level executive coordination.
• Strong written and verbal communication skills.
• Background in handling recruitment or staffing
• Project management background with experience using tools such as Asana or Trello.
• Comfortable working in AI-driven environments and adapting to new technologies.

Nice-to-Haves

• Previous startup experience is highly desirable.
• Has some experience in on boarding new clients and internal employees
• Demonstrates a professional demeanor with the ability to manage sensitive and confidential information.

Benefits

Growth Opportunities: Collaborate with world-class AI experts and professionals in a dynamic industry.

Work-Life Balance: Enjoy flexibility in work hours to maintain a healthy balance.

Competitive Compensation: Earn a competitive salary based on your experience and skills.

Professional Development: Access mentorship, training, and global networking opportunities

What Are the Different Tools and Communication Channels Used by the Team?

• Slack & Email for communication
• G-suite (Google Docs, Sheets, Calendar) for file sharing and scheduling
• Notion for project management and team collaboration (or similar)
• ChatGPT - AI chatbot (or similar)
• Salesforce for CRM management
• Pitch for creating slides
• Calendly for scheduling meetings
• Loom for creating video instructions
• Miro for visual collaboration and brainstorming
• Zoom for video conferencing