Operations Assistant

Work Arrangement: Remote Job Type: Independent Contractor, Full-time Work Schedule: US Time Zones (ET, CT, MT, or PT) Locations: - Remote (US time zone alignment required) 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. Role Overview Our client, a long-standing leader in academic and travel-based summer programs, is looking for a highly organized Operations Assistant to support daily functions of the Global Operations team. This role provides administrative, project coordination, and operational support across a wide portfolio of international youth programs. The ideal candidate thrives in fast-paced environments, excels at tracking complex details, and demonstrates proactive problem-solving. You will maintain documentation, coordinate communications, support workflows, and help ensure smooth planning and in-season execution across multiple program sites. Your Impact: - Strengthen operational efficiency through precise documentation, organized workflows, and proactive communication management. - Support seamless program delivery across multiple international locations during planning and peak summer seasons. - Enhance team productivity through effective administrative support, schedule coordination, and streamlined processes. Core Responsibilities: 1. Administrative Operations & Executive Support – 25% - Manage calendars, meetings, travel arrangements, and expense reporting for operations leadership. - Prepare agendas, capture meeting minutes, and track follow-up actions. - Maintain confidential personnel and operational documents. - Draft correspondence, manage email workflows, and coordinate internal/external communications. - Organize cross-department meetings, schedule video conferences, and prepare planning materials. 2. Project Coordination & Documentation – 20% - Support the Operations Project Manager with timeline tracking, milestones, and reporting. - Maintain project documentation and ensure accessibility for all stakeholders. - Create and update SOPs, process documents, and operational resources. - Coordinate document revisions, approval workflows, and policy updates. - Monitor deadlines, identify risks, and prevent scheduling or resource conflicts. 3. Operations Systems & Database Management – 15% - Maintain operational databases and CRM platforms. - Manage rosters, staff lists, vendor contacts, and other datasets. - Coordinate system updates, resolve user issues, and manage access. - Generate operational performance reports and tracking metrics. - Support new system implementations, including testing and training. 4. Summer Operations Support – 15% - Serve as the first point of contact during summer program operations. - Manage incoming communications, log support tickets, and track resolutions. - Coordinate logistics: supply orders, equipment, shipping, and inventory. - Maintain emergency response documentation and escalation protocols. - Process site documentation including incident reports, timesheets, and daily updates. 5. Partnership & Program Administration – 10% - Support contract tracking, invoice coordination, and documentation. - Maintain organized files for university and program partners. - Schedule partner meetings, distribute updates, and track feedback or requests. - Assist with administrative tasks related to new program launches. - Monitor partnership deliverables, compliance requirements, and renewals. 6. Communications & Stakeholder Coordination – 10% - Draft and distribute operational communications. - Maintain distribution lists and communication schedules. - Facilitate information sharing across operations, enrollment, marketing, and finance. - Support Regional Directors with communication and admin needs. - Maintain templates, FAQs, and communication resources. 7. Training & Meeting Logistics – 3% - Coordinate logistics and materials for training sessions. - Manage registration for training and meetings. - Prepare training resources and track participation. - Support both virtual and in-person meeting facilitation. 8. Financial & Procurement Support – 2% - Assist with purchase orders, vendor coordination, and expense documentation. - Track budgets and monitor spending. - Support procurement workflows and maintain financial records. - Process reimbursements and reconcile expenses. 9. Quality Assurance & Process Improvement – 2% - Identify workflow inefficiencies and recommend improvements. - Maintain quality-control standards for documentation. - Support operational audits and compliance reviews. - Maintain checklists, templates, and tools that enhance program delivery. Requirements Must-Have: - 5–7+ years of experience in Customer Success, Customer Support, or similar roles. - Proven experience implementing or managing customer engagement platforms. - Excellent written and verbal communication skills (English). - Strong project management and organizational skills. - Ability to produce high-quality help documentation and video tutorials. - Comfort with modern tooling (Google Workspace, Slack, Loom, Linear, etc.) Nice-to-Have: - Experience in product marketing or customer education. - SaaS, tech startup, or real estate/homebuilding industry background. - Familiarity with customer success metrics and best practices. - Familiarity with billing systems, CRMs, or ticketing automation tools. - Strong research and reporting skills. Tools Proficiency - Required Tools (Strong Proficiency): - Customer Engagement / Support Platforms (e.g., Zendesk, Intercom, Help Scout, Freshdesk, HubSpot Service Hub) - Knowledge Base / Documentation Tools (e.g., Notion, HelpDocs, Intercom Articles, Zendesk Guide) - Communication Tools - Google Workspace (Docs, Sheets, Slides) - Slack - Email-based shared inbox systems - Video Creation & Tutorial Tools - Loom or similar screen recording tools - Nice-to-Have Tool Experience (Bonus): - Project Management / Issue Tracking Tools - Linear - Asana - Jira - Product Marketing / Release Communication Tools (e.g., Notion, Loom, HubSpot) - Analytics Tools - Knowledge-base analytics - Product usage analytics platforms Benefits - Competitive Salary: Based on experience and skills - Remote Work: Fully remote—work from anywhere - Performance Bonus: Based on data accuracy, reporting timeliness, and overall sales efficiency - Team Incentives: Recognition for maintaining 100% CRM hygiene and on-time reporting - Generous PTO: In accordance with company policy - Health Coverage for PH-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 - Global Networking: Connect with professionals worldwide Our Recruitment Process 1. Application 2. Screening 3. Skills Assessment 4. Top-grading Interview 5. Client Interview 6. Job Offer 7. Client Onboarding Ready to Join Us? If you’re a highly organized professional who thrives in dynamic environments and values both precision and empathy, this role is for you. Join a mission-driven team building a cleaner, fairer energy future — one building at a time.