Executive Assistant with Recruiting Expertise (AI/Tech Startup) - A197 Job at Pe

Remote Executive Assistant

Industry: Tech Company AI

Work Arrangement: Remote with cross-timezone coordination

Job Type: Full-time

Work Schedule: MondayFriday, 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

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.

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.

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.