Remote Senior Executive Assistant

Work From Anywhere in LATAM and Philippines

Work Schedule: EST | Approximately 40 hours per week aligned with US Eastern Time, with flexibility for occasional evening and weekend work

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.

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About the Client

An investment firm is looking for a Senior Executive Assistant to support a senior investment professional and keep priorities, follow-ups, and deliverables moving across a fast-paced workload.

The firm operates in a globally connected environment where the executive travels regularly and works across many contacts, documents, and industry events. The team is building internal systems for task tracking, documentation, and knowledge management, and uses AI tools to streamline administrative work.

About the Role

This role goes beyond traditional administrative support. The Senior Executive Assistant manages inboxes and calendars, tracks tasks and follow-ups, coordinates travel, and prepares meeting briefs so the executive can focus on strategic priorities. Success means that within 30 days, inbox, calendar, and document organization are improved and a reliable task tracking system is in place. By 60 to 90 days, day-to-day executive workflows run independently and leadership can delegate without monitoring every task.

Core Responsibilities

Executive Support & Calendar Management

• Manage multiple inboxes, prioritizing urgent matters, actionable requests, and important updates.
• Coordinate complex calendars, schedule meetings, and resolve conflicts proactively.
• Prepare meeting briefs, correspondence, and supporting materials ahead of calls.
• Block preparation time on the calendar before key meetings.
• Draft responses and maintain organized records of correspondence.

Task & Workflow Management

• Maintain a current overview of priorities, deliverables, pending decisions, and outstanding tasks.
• Follow up with internal and external stakeholders to keep work moving and prevent delays.
• Implement and manage internal systems for task tracking, documentation, and knowledge management.
• Use AI tools to summarize information, organize documents, and streamline administrative workflows.
• Improve processes continuously to free up leadership time for strategic priorities.

Business & Administrative Coordination

• Track follow-ups with external contacts so opportunities and requests are not missed.
• Organize incoming business documents and prepare information for leadership review.
• Research companies, contacts, and industry events as needed.
• Coordinate travel, including flights, accommodations, and itineraries.
• Research relevant conferences and set up meetings with key contacts in advance.

Requirements

Must-Have

• 7-10+ years of experience in executive assistance or senior-level executive support
• Experience supporting senior executives, founders, or partners in a fast-paced environment
• Hands-on management of multiple executive inboxes and complex multi-party calendars, including preparing meeting briefs
• Experience coordinating travel arrangements, including flights, accommodations, and itineraries
• Experience using AI tools to summarize information, organize documents, or streamline workflows
• Experience managing digital tools for task tracking, documentation, and knowledge management
• English at C1+ CEFR level

Nice-to-Have

• Experience in private equity, investment firms, or financial services
• Familiarity with deal-related documentation, data rooms, and investment processes
• Experience with Notion, Microsoft 365, CRM platforms, or project management tools
• Experience implementing new systems or redesigning existing workflows