Remote Senior Executive Assistant

Pearl

2d • Remote

About The Position

Pearl Talent is hiring a Senior Executive Assistant to support a senior investment professional at an investment firm. The firm operates globally, with regular executive travel and many contacts, documents, and industry events. The team is developing internal systems for task tracking, documentation, and knowledge management and uses AI tools to streamline administrative work.

The role covers executive support, workflow management, and business coordination. The assistant will manage inboxes and calendars, track priorities and follow-ups, coordinate travel, prepare meeting briefs, organize documents, and help maintain internal systems. The position is intended to enable the executive to focus on strategic priorities. Within the first 30 days, inbox, calendar, and document organization should improve and a reliable task-tracking system should be established. Within 60 to 90 days, day-to-day executive workflows should run independently so leadership can delegate without monitoring every task.

The position is fully remote and open to candidates in Latin America and the Philippines. The schedule is aligned with U.S. Eastern Time at approximately 40 hours per week, with flexibility for occasional evening and weekend work.

Requirements

• 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 experience managing 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 proficiency at C1+ CEFR level.

Nice To Haves

• 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.

Responsibilities

• Manage multiple inboxes, prioritizing urgent matters, actionable requests, and important updates.
• Coordinate complex calendars, schedule meetings, and proactively resolve conflicts.
• Prepare meeting briefs, correspondence, and supporting materials ahead of calls.
• Block calendar time for preparation before key meetings.
• Draft responses and maintain organized correspondence records.
• 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 systems for task tracking, documentation, and knowledge management.
• Use AI tools to summarize information, organize documents, and streamline administrative workflows.
• Continuously improve processes to free leadership time for strategic priorities.
• 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 arrange meetings with key contacts in advance.

Benefits

• Competitive salary based on experience and skills.
• Fully remote work from anywhere.
• Team incentives and recognition for maintaining 100% CRM hygiene and on-time reporting.
• Generous paid time off in accordance with company policy.
• HMO coverage after three months for full-time employees based in the Philippines.
• Direct mentorship from international industry experts.
• Ongoing access to learning and professional-growth resources.
• Opportunities to connect with professionals worldwide.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: No Education Listed