Executive Virtual Assistant (US Based Healthcare Firm)

Work Arrangement: Monday - Friday, 9 AM - 6 PM EST (flexible hours)

Job Type: Full-time, Independent Contractor.

Salary Range: Competitive; based on experience

Work Schedule: 40 hours per week, Monday–Friday.

Locations: Remote, open to candidates who can work EST hours.

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.

Why Work with Us?

We mean when we say that we’re building a different recruiting company here. We only work with exceptional founders from the US and EU who care about the long-term success of their team members. We also provide you with attainable 3, 6, 9, 12 month, and beyond retention bonuses in addition to community oriented opportunities like an annual retreat.

Role Overview:

We are seeking a highly organized and proactive Executive Assistant to support our leadership team. This role is crucial in ensuring seamless operations by managing executive schedules, coordinating meetings, handling communications, and overseeing administrative tasks. The ideal candidate is a detail-oriented professional who thrives in a fast-paced environment, anticipates needs, and works with a high degree of discretion.

Key Responsibilities

Calendar & Scheduling Management

• Handle complex scheduling for executives, optimizing time and prioritizing critical meetings.
• Coordinate internal and external appointments, ensuring minimal conflicts and maximum efficiency.

Email & Communication Management

• Draft, filter, and respond to emails on behalf of executives, ensuring clear and effective communication.
• Maintain organized inboxes, flagging urgent matters and ensuring timely responses.

Meeting Coordination & Documentation

• Organize and schedule meetings, including preparing agendas, taking minutes, and following up on action items.
• Ensure meeting materials are prepared in advance and distributed appropriately.

Project & Task Management

• Track key initiatives and deadlines, escalating urgent matters when needed.
• Support the execution of strategic projects and ensure timely deliverables.

Travel Planning

• Coordinate domestic and international travel, including flights, accommodations, itineraries, and logistics.
• Prepare expense reports and ensure all travel-related documentation is in order.

Administrative Support

• Manage documentation, prepare reports, and contribute to operational efficiencies.
• Assist with vendor coordination and client interactions to facilitate smooth business operations.

Confidentiality & Discretion

• Handle sensitive information with the highest level of professionalism and confidentiality.
• Maintain discretion while managing executive communications and business matters.

Week 1 Ownership:

Gain full access to and familiarize yourself with the executive’s calendar and inbox.

Review ongoing projects and key deliverables to understand priorities.

Meet with key team members to align on workflows and communication styles.

Organize and optimize existing administrative processes for better efficiency.

Begin drafting and filtering emails to reduce the executive’s workload.

Assist with travel planning and scheduling for upcoming engagements.

Non-Negotiables:

Experience as an Executive Assistant – Preferably supporting C-level executives.

Strong Calendar & Scheduling Management Skills – Ability to handle complex scheduling and prioritize meetings effectively.

Email & Communication Management – Experience drafting, filtering, and responding to emails professionally.

Meeting Coordination & Documentation – Skilled in preparing agendas, taking meeting minutes, and following up on action items.

Project & Task Management – Ability to track initiatives, ensure deadlines are met, and escalate urgent matters.

Travel Planning Expertise – Coordination of domestic and international travel, including accommodations and itineraries.

Confidentiality & Discretion – Proven ability to handle sensitive information with professionalism.

Nice-to-Haves:

Experience in Healthcare, Radiology, or Tech-Driven Environments – Familiarity with industry-specific challenges.

Familiarity with SEO, Digital Tools, or Reporting Software – Useful for assisting with operational efficiencies.

Previous Experience Managing Vendors & Clients – Helpful for external coordination.

Background in Project Management – An added advantage in keeping executives aligned with business priorities.

Exposure to Startup or High-Growth Environments – Ability to adapt to a fast-moving and dynamic workspace.

Fluency in Additional Languages – Helpful for international business interactions.

• Remote Work: Fully remote—work from anywhere

• Generous PTO: Ample paid time off to rest and recharge
• Direct Mentorship: Grow through guidance from international industry experts
• Learning & Development: Ongoing access to resources for professional growth
• Global Networking: Work and connect with professionals around the world
• Work-Life Balance: Flexible hours that support a healthy work-life balance

Our Recruitment Process:

1. Application
2. Screening
3. Skills Assessment
4. Top-grading interview
5. Client Interview
6. Job Offer
7. Client Onboarding