Executive Assistant

Description

Work Arrangement: Remote

Work Schedule: Monday to Friday, 9:00 AM – 5:00 PM PST

Job Type: Full-time

Holiday Adherence: US Holidays

PTO Entitlement: Standard PTO policy as per company guidelines

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:

Why Work with Us?

We’re not just another recruiting firm—we focus on placing candidates with exceptional US and EU founders who prioritize the long-term success of their team members. We also provide retention bonuses at 3, 6, 9, and 12 months, as well as community-driven benefits like an annual retreat.

About the client:

Our client brings over 25 years of experience delivering valuable insights to growing businesses. Their founder’s journey is one many can relate to—rising from a modest, middle-class background with no financial resources to becoming a successful CPA, Real Estate Broker, and founder of four thriving CPA firms. Along the way, he has helped hundreds of clients uncover significant savings and turn their business goals into reality.

Today, our clients focus on empowering small business owners and aspiring entrepreneurs through high-level financial education and advisory services. Their proven strategies have enabled clients to save millions while building stronger, more sustainable businesses.

Role Overview:

We’re seeking a detail-oriented and proactive Executive Assistant to provide high-level support in managing client communication, workflows, and firm operations. This role involves handling client intake and onboarding, managing the executive’s calendar, and ensuring deadlines and projects stay on track through close coordination with offshore staff. The Executive Assistant will also maintain organized records, prepare reports, manage engagement letters, and support billing and administrative tasks.

The ideal candidate is confident, independent, and highly organized, with strong leadership skills, excellent attention to detail, and the ability to anticipate needs several weeks ahead. A minimum of five years of experience in executive support or operations is required.

Key Responsibilities:

Client Intake & Communication 10%

• Scheduling meetings and managing the calendar.
• Handling client onboarding and follow-ups for missing documents.
• Monitoring the client portal and email for routine requests.
• Canopy Software (bigger weight)

Workflow & Deadlines 40%

• Tracking tax return, accounting, and project deadlines.
• Following up with offshore staff (AcoBloom) to ensure tasks are completed on time.
• Preparing and updating status reports so nothing slips through the cracks (weekly)

Operations & Administration 40%

• Maintaining organized client files and firm records (cloud).
• Coordinating signatures, DocuSign, and e-filing confirmations.
• Preparing engagement letters and tracking renewals (things like annual advisory).

Billing & Financial Admin 5%

• Drafting invoices, tracking AR
• Ordering supplies

General Support 5%

• Acting as the central point of communication between offshore staff (AcoBloom), and us.
• Keeping projects moving so we’re only pulled in when technical expertise is needed.

Tools:

Canopy Software, Microsoft Office (Excel in particular), Slack, Outlook, DocuSign, Cloud-based file storage/management systems, Invoice software (with import to QuickBooks), Client portal/email platforms

Requirements

Must-Haves:

• 5+ years of professional experience in executive support, administration, or a related field
• Fluency in English and Spanish (written and spoken)
• Proficiency in Microsoft Office Suite, particularly Excel
• Hands-on experience with Slack and Outlook
• Familiarity with tax return processes and accounting support
• Strong background in organizing and maintaining digital files and firm records (cloud-based systems)
• Experience coordinating signatures, managing DocuSign, and handling e-filing confirmations
• Proactive Problem-Solving: A natural ability to foresee potential issues before they arise and take the initiative to solve them independently.

Nice-to-Haves:

• Tech-Savvy: Comfort with various tech tools beyond the ones listed, like video conferencing platforms (Zoom, Teams) and collaboration tools (Notion, ClickUp), would be a plus.
• Experience with Cross-Cultural Communication: Since the role interacts with offshore staff, an understanding of cultural differences in work styles can help ensure smoother communication.
• Project Management Experience: Experience with tools like Asana, Trello, or Monday.com could make tracking workflows and deadlines even more efficient.

Benefits

• Competitive Salary: To be discussed during the interview
• Remote Work: Fully remote—work from anywhere
• Unlimited 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. PreScreening
3. Top-grading Interview
4. Skills Assessment
5. Client Interview
6. Job Offer
7. Client Onboarding