Executive Assistant with Recruiting Expertise

Industry

Tech Company – AI

Work Arrangement

Remote with cross-timezone coordination

Job Type

Full-time

Work Schedule

Monday–Friday, aligned with US time zones, overlapping with US Pacific Time business hours

Locations:

• Philippines
• LATAM (Mexico, Colombia, Brazil, Argentina)
• Other remote regions with strong English communication and role-relevant experience

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?

At Pearl, we're not just another recruiting firm—we connect you with exceptional opportunities to work alongside visionary US and EU founders. Our focus is on placing you in roles where you can grow, be challenged, and build long-term, meaningful careers.

About the Company

Our client is a fast-scaling AI search engine startup developing next-generation search technology that helps users uncover information not easily accessible through traditional platforms. They serve researchers, engineers, technical teams, and builders in the deep-tech and infrastructure space.

Role Overview

The Remote Executive Assistant will support senior leaders with calendar ownership, recruiting workflows, cross-functional coordination, communication, and operational structure. This role blends executive assistance, recruiting coordination, and people operations, requiring someone highly organized, anticipatory, resourceful, and comfortable managing shifting priorities.

The ideal candidate is proactive, tech-savvy, and excels at follow-through in fast-paced, high-growth startup environments with minimal oversight.

Your Impact

• Maintain ATS hygiene and manage candidate pipeline to support high-volume recruiting.
• Ensure smooth cross-functional operations through calendar ownership and workflow optimization.
• Streamline recruiting and administrative processes to reduce inefficiencies and improve team productivity.
• Support founders and technical leaders with timely execution of operational and administrative tasks.
• Enhance internal communication and documentation to improve transparency and alignment across teams.

Core Responsibilities

Recruiting & Sourcing Coordination

• Maintain ATS hygiene and manage candidate pipeline.
• Coordinate candidate communication, scheduling, and interview loops.
• Organize logistics for multi-step interviews and cross-functional panels.
• Partner with hiring managers on candidate flow and prioritization.
• Identify opportunities to improve recruiting workflows and implement best practices.

Executive & Operational Support

• Own and optimize calendars for multiple leaders across time zones.
• Manage follow-ups, reminders, weekly rhythms, and executive task lists.
• Coordinate virtual meetings, interviews, and internal team events.
• Prepare summary briefs, documentation, and communication drafts.
• Execute ad hoc administrative projects as needed.

People Ops & Workflow Optimization

• Assist with onboarding tasks, new-hire coordination, and documentation.
• Help streamline recurring processes and automate administrative workstreams.
• Support founders and technical leaders with special requests or task execution.
• Ensure smooth communication flows across departments and workflows.

Requirements

Must-Haves (Required)

• 2+ years as an EA, Remote EA, Recruiting Coordinator, Operations Coordinator, or similar.
• Experience supporting founders or C-level leaders at high-growth startups.
• Excellent written and verbal communication, including ghostwriting simple messages.
• Mastery of scheduling, logistics, prioritization, and context switching.
• High ownership mindset and ability to anticipate needs without micro-management.
• Strong organizational habits and comfort juggling multiple simultaneous workflows.

Nice-to-Haves (Preferred)

• Experience in technical, engineering, AI, or startup environments.
• Strong sourcing experience and comfort with outbound candidate searches.
• Automation skills (SOP creation, AI tools, workflow systemization).
• Experience with People Ops tasks such as onboarding or documentation.
• Prior experience coordinating distributed teams or global schedules.

Tools Proficiency

Must-Haves (Required)

Gmail, Google Calendar, Zoom, Slack, email management tools, ATS platforms, sourcing tools, LinkedIn Recruiter, Google Docs, Google Sheets, Notion, task managers, workflow platforms

Nice-to-Haves (Preferred)

Zapier, internal automation tools, AI assistants, workflow improvement tools, sourcing extensions, recruiting ops tooling

Benefits

• Competitive Salary: Based on experience and portfolio quality

• Remote Work: Fully remote—work from anywhere

• Performance-Based Bonus: Based on creative quality and timely project delivery
• Creative Growth: Long-term opportunity to lead major campaigns or projects
• Generous PTO: In accordance with company policy
• Health Coverage for Philippines-based talents: HMO coverage after 3 months for full-time employees
• Direct Mentorship: Guidance from international industry experts
• Learning & Development: Ongoing access to resources for professional growth

Our Recruitment Process

1. Application
2. Screening
3. Top-Grading Interview
4. Skills Assessment (1 internal, 2 from the client)
5. Client Interview
6. Job Offer
7. Client Onboarding

Ready to Join Us?

If you're a passionate storyteller with a sharp eye for detail and a love for crafting visual experiences that connect, we'd love to see your work. Apply now and take your editing career to the next level — creating content that inspires, informs, and captivates.

---