Virtual Executive Assistant

Industry Internal Admin / Executive Assistance Work Arrangement Remote Job Type Full-time Work Schedule San Francisco working hours (PST/PDT overlap required) Flexible, non-traditional schedule with high responsiveness expectations May include potential weekend work, depending on team needs Locations: LATAM: Mexico City (Mexico), Bogotá (Colombia), São Paulo (Brazil), Buenos Aires (Argentina) Philippines: Manila, Cebu, Davao Anywhere Remote 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 The company is a fast-growing AI and technology startup building innovative solutions for modern business challenges. Operating at startup speed, the team is passionate about leveraging technology to drive impact and scale quickly. The company values high-agency, proactive problem solvers who thrive in dynamic, fast-paced environments. The culture emphasizes autonomy, flexibility, and collaboration across distributed teams, with a strong focus on achieving results and supporting leaders in their strategic priorities. Role Overview This role supports founders and their teams at a fast-growing AI/technology startup, acting as a high-agency Virtual Executive Assistant and Team Concierge. Unlike traditional EA roles, this position focuses on personal logistics, ad-hoc requests, bookings, and problem-solving that allow leadership and the team to focus on core priorities. The role is highly dynamic, requiring comfort with ambiguity, rapid execution, and proactive ownership. Ideal candidates are resourceful, caring, and thrive in environments without rigid structures, where each day brings new challenges. Your Impact Keep founders and teams focused on strategic priorities by handling personal and professional logistics efficiently. Streamline operational workflows and manage ad-hoc requests to maintain smooth daily operations. Improve responsiveness and minimize friction by anticipating needs and presenting solutions proactively. Contribute to overall team productivity and satisfaction by managing personal and lifestyle-related tasks for founders. Core Responsibilities Personal & Lifestyle Support – 45% Handle personal logistics for founders, including appointments, errands, and personal scheduling. Coordinate domestic travel, accommodations, and itineraries within the United States. Manage gift purchases, personal shopping, and special occasion planning. Research and book services, vendors, and experiences across San Francisco and the US. Act as a virtual concierge for a wide range of personal needs. Administrative & Operational Support – 30% Respond promptly to ad-hoc requests from founders and team members. Coordinate bookings, reservations, and vendor relationships remotely. Handle logistics for SF-based activities while working remotely. Collaborate with an in-person EA (once hired) on calendar and inbox workflows. Support occasional team-wide administrative tasks as needed. Proactive Problem Solving & Execution – 15% Identify needs before they are explicitly requested and present solutions proactively. Anticipate friction points and resolve them independently. Use AI tools and automation to complete tasks efficiently. Flag priorities, blockers, or delays clearly and early. Communication & Responsiveness – 10% Maintain clear, concise communication via Slack and async updates. Provide status updates and confirm task completion. Remain responsive during agreed-upon core hours. Communicate proactively when stepping away or reprioritizing tasks. Requirements Must-Haves (Required) Proven experience as a Personal Assistant, Executive Assistant, or Virtual Concierge. Demonstrated experience booking US-based services, appointments, and logistics. Strong experience supporting founders or executives. Background working with fast-paced startup teams. High responsiveness and ability to execute without constant supervision. Strong problem-solving skills and resourcefulness in US markets. Ability to overlap significantly with San Francisco working hours. Excellent written and verbal English communication. Nice-to-Haves (Preferred) Familiarity with San Francisco vendors, services, and logistics. Experience using AI tools (e.g., ChatGPT, Claude) to improve productivity. Experience coordinating remote bookings for US-based clients. Tools Proficiency Must-Haves (Required) Google Workspace (Gmail, Calendar, Docs, Sheets), Slack or similar async communication tools Nice-to-Haves (Preferred) AI productivity tools (e.g., ChatGPT, Claude), US-based booking and service 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 Application Screening Skills Assessment Top-grading Interview Client Interview Job Offer 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.