Applicant Operations Specialist

Work Arrangement: Fully Remote – Must have reliable overlap with PST working hours

Job Type: Independent Contractor, Full-time

Work Schedule: Monday to Friday | 9:00 AM to 6:00 PM (PST)

Locations:

• LATAM: Mexico City (Mexico), Bogotá (Colombia), Buenos Aires (Argentina)
• Philippines: Manila, Cebu, Davao — with reliable PST overlap

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 growing healthcare organization supporting clinical and operational leaders in delivering high-quality patient care. The company operates in a fast-paced, compliance-driven environment and values operational excellence, confidentiality, and proactive administrative support

Role Overview

As an Applicant Operations Specialist, you will provide high-level administrative and operational support to healthcare executives. This role exists to ensure executives can focus on patient care, strategic initiatives, and leadership priorities by managing schedules, communications, and coordination tasks. You will work closely with healthcare staff and leadership, handling sensitive information in a regulated environment. The role is execution-focused, detail-oriented, and requires strong judgment, discretion, and proactive problem-solving. Candidates who thrive are highly organized, dependable, and comfortable supporting multiple stakeholders simultaneously.

Your Impact

You will directly improve executive efficiency by managing time-sensitive priorities and administrative workflows. Your work will help reduce scheduling conflicts, improve communication flow, and support smooth patient-related coordination. By ensuring compliance with healthcare privacy standards, you will help protect sensitive patient and organizational data. Your contributions will enable healthcare leaders to focus on strategic decisions and high-quality patient outcomes.

Core Responsibilities
Executive Administrative Support – 50%

• Manage and maintain multiple executive calendars, scheduling meetings and resolving conflicts proactively.
• Coordinate internal and external meetings, prepare agendas, and manage executive correspondence.
• Co-lead and support high-level projects by tracking timelines, follow-ups, and deliverables.
• Prepare reports, presentations, and executive documentation as needed.

Patient & Healthcare Coordination – 30%

• Support executives with patient scheduling and related coordination requirements.
• Liaise with healthcare staff to align priorities and ensure smooth communication.
• Assist with organizing information related to patient care workflows while maintaining accuracy.

Confidentiality & Compliance – 20%

• Ensure adherence to HIPAA and healthcare data privacy standards in all administrative tasks.
• Handle sensitive patient and business information with discretion and professionalism.
• Maintain secure documentation and follow compliance-related processes consistently.

Requirements
Must-Haves (Required)

• 2–3 years of experience as an Executive Assistant or Administrative Assistant.
• Experience supporting executives in a healthcare or regulated environment.
• Working knowledge of HIPAA and healthcare compliance standards.
• Excellent organizational, time management, and written/verbal communication skills.
• High level of discretion, reliability, and attention to detail.

Nice-to-Haves (Preferred)

• Background in US healthcare administration.
• Familiarity with EHR/EMR systems.
• Experience supporting multiple executives simultaneously.

Tools Proficiency

Required:

• Google Workspace (Docs, Sheets, Calendar)
• Email and calendar management tools
• Video conferencing tools (e.g., Zoom)
• Team communication tools (e.g., Slack)

Preferred:

• EHR/EMR systems
• Project or task management tools (e.g., Asana, Notion)

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 this role aligns with your skills and goals, apply now to take the next step in your journey with Pearl.

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