Executive Virtual Assistant (US-Based AI Tech Company)

Work Arrangement: Monday - Friday, 9 AM - 6 PM EST (flexible hours)

Job Type: Full-time, Independent Contractor.

Salary Range: Competitive; based on experience

Work Schedule: 40 hours per week, Monday–Friday.

Locations: Remote, open to candidates who can work EST hours.

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 when 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 months, and beyond retention bonuses in addition to community-oriented opportunities like an annual retreat.

About the Partner Company:

The partner company is pioneering AI-driven leadership development, equipping managers at the world's best companies with cutting-edge tools to enhance their effectiveness. By integrating AI into leadership training, they ensure that managers evolve, grow, and lead with confidence. The company fosters a high-performance culture, valuing innovation, precision, and impact.

Role Overview:

We seek a highly motivated and strategic Executive Assistant / Chief of Staff to provide critical support to the CEO and leadership team. This individual will be instrumental in ensuring operational efficiency, managing executive priorities, and facilitating seamless communication between key stakeholders. The ideal candidate is proactive, highly organized, and thrives in fast-paced environments.

Key Responsibilities

• Executive Support: Manage the CEO’s calendar, coordinate travel arrangements, and prepare meeting materials.
• Project & Task Management: Oversee and execute strategic initiatives, ensuring alignment with company priorities.
• Stakeholder Coordination: Serve as the primary liaison between executives, investors, and internal teams.
• Operational Strategy: Streamline workflows, track key objectives, and drive executive priorities forward.
• Research & Insights: Conduct industry research, summarize critical information, and provide data-driven recommendations.
• Communication Management: Draft internal and external communications, ensuring clarity and consistency.
• Event Planning: Organize executive meetings, company-wide events, and leadership offsites.

Week 1 Ownership:

• Gain a deep understanding of the partner company's mission, leadership team, and priorities.
• Implement a system for managing executive schedules and correspondence.
• Establish communication protocols and reporting structures with leadership.
• Take ownership of administrative workflows to ensure seamless coordination.
• Conduct an audit of current operational processes and identify areas for optimization.

Non-Negotiables:

• At least 3 years of proven experience in an Executive Assistant or Chief of Staff role within a high-growth startup or leadership-focused organization.
• Exceptional organizational, prioritization, and time-management skills.
• Strong verbal and written communication skills.
• Ability to work independently while managing multiple priorities.
• High emotional intelligence and ability to manage relationships with senior executives.
• Proven ability to handle confidential and sensitive information with discretion.

Nice-to-Haves:

• Background in leadership development, coaching, or executive consulting.
• Experience in AI-driven or SaaS organizations.
• Proficiency with productivity and project management tools such as Notion, Asana, and Slack.

Ideal Candidate Profile:

• Highly proactive and always thinking two steps ahead.
• A natural problem-solver who thrives in dynamic environments.
• Strong strategic thinker with impeccable attention to detail.
• Excellent communicator with the ability to synthesize complex information quickly.
• Tech-savvy and adaptable to new systems and tools.

• 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

Our Recruitment Process:

1. Application
2. Screening
3. Skills Assessment
4. Top-grading interview
5. Client Interview
6. Job Offer
7. Client Onboarding