FB-EA001 | Executive Assistant (US-Based SaaS Company)

Work Arrangement: Fully Remote, PST or Overlapping PST Hours
Job Type: Full-time
Salary Range: Competitive, Commensurate with Experience
Work Schedule: 40 Hours/Week, Monday to Friday, 9:00 AM – 6:00 PM PST
Location: Remote
Holidays Observed: U.S. Holidays

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.

Hear why we exist, what we believe in, and who we’re building for: Watch here

Why Work with Us?

We’re not just another recruiting firm—we focus on placing candidates with exceptional US and EU founders who prioritize the long-term success of their team members. We also provide retention bonuses at 3, 6, 9, and 12 months, as well as community-driven benefits like an annual retreat.

About the Client

Our client is a fast-scaling AI company at the forefront of generative technology. They’re building infrastructure for real-time, human-like AI interactions across video and voice. The team is deeply technical, product-obsessed, and moving at startup speed.

They’re now seeking an Executive Assistant to support their COO—a mission-critical hire who will help the leadership team operate at maximum focus, clarity, and efficiency.

Position Overview

We’re hiring a high-trust, high-autonomy Executive Assistant to support the COO of this cutting-edge AI startup. You’ll be central to managing calendars, streamlining operations, driving follow-ups, and executing high-leverage tasks that protect executive time and reduce friction across teams.

This is a startup environment—ideal for someone who is fast, thoughtful, emotionally intelligent, and knows how to execute with polish and precision.

Key Responsibilities

Calendar & Communications

• Own and manage the COO’s calendar, prioritizing for leverage and clarity
• Schedule meetings, ensure follow-ups are sent, and confirm logistics

Project & Task Management

• Track ongoing projects, highlight blockers, and follow through on deadlines
• Maintain operational dashboards using tools like Notion and Airtable

Meeting & Documentation Support

• Join key meetings, take high-quality notes, and summarize action items
• Prepare agendas, presentation decks, and any pre-read materials

Administrative & Personal Task Execution

• Coordinate travel (flights, hotels, itineraries) across time zones
• Handle light personal admin (gift sourcing, bill pay, scheduling)
• Liaise with vendors and support team operations as needed

Must-Haves:

• 3+ years of experience supporting a senior executive in a high-growth tech/startup environment
• Fluent, polished written English and strong email communication
• Detail-oriented and design-literate—deliverables should be clean and beautiful
• High EQ—you know when to step in, when to step back, and how to support quietly but powerfully
• Tech-savvy and familiar with Slack, Google Workspace, Zoom, Notion, and project tracking tools

Nice-to-Haves

• Experience in AI, product, or founder-led startup environments
• Exposure to personal assistant or Chief of Staff-style support
• Strong formatting, documentation, and visual communication skills

Why Join Us?

• Make an Impact – Help shape executive operations and company strategy
• Flexible Remote Work – Autonomy and structure in a remote-first environment
• Growth-Focused Culture – High expectations with high support and opportunity
• Competitive Pay – Aligned with experience, performance, and contribution
• Long-Term Potential – Be part of a team where your growth is a priority

Tools You’ll Use

• Communication: Slack, Gmail, Zoom
• Scheduling: Google Calendar
• Documentation: Google Docs, Notion
• Project Management: Notion, Airtable
• Other: OpenPhone, Dropbox, Loom