Executive Assistant (Admin & Project Manager)

Description

Work Arrangement: Remote, with overlap required in CST working hours

Job Type: Independent Contractor, Full-time

Work Schedule: Monday to Friday, 8:00 AM – 5:00 PM CST, with occasional flexibility for urgent tasks or weekend check-ins during peak seasons

Location: 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:

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, make an impact, and build a long-term career. We believe in creating environments where your potential is recognized, your voice matters, and your success is tied to meaningful work—not short-term perks. Joining Pearl means stepping into opportunities that challenge you, support you, and set you up for lasting success.

Role Overview:

As an Admin / Office Manager, you’ll play a key role in ensuring seamless daily operations, supporting leadership, and driving organizational efficiency. This role is both strategic and hands-on—you’ll manage administrative workflows, streamline processes, and provide essential executive support while keeping projects, finances, and documentation on track. It’s ideal for someone highly organized, proactive, and solutions-oriented who thrives in fast-paced, dynamic environments.

Your Impact:

Your work will directly enable leadership to focus on strategic priorities while ensuring the business runs smoothly day-to-day. From managing critical documentation and financial tracking to supporting HR and coordinating projects, you’ll be the operational backbone of the organization. Within your first 90 days, you’ll be streamlining processes, ensuring compliance, and leading efficiency improvements that create lasting impact across the team.

Core Responsibilities:

1. Operations & Administration

• Oversee daily office operations including vendor coordination, supplies, and facilities support
• Manage invoices, contracts, compliance paperwork, and personnel records
• Organize and maintain digital and physical filing systems (SharePoint proficiency required)
• Track budgets, expenses, and petty cash while assisting procurement of supplies and services

2. Executive & Leadership Support

• Manage complex calendars, meetings, and time-sensitive communications
• Coordinate domestic and international travel, accommodations, and itineraries
• Draft, proofread, and manage email communications on behalf of leadership (after acclimation)
• Prepare reports, presentations, and summaries for decision-making

3. Project & Resource Management

• Track deadlines and ensure milestones are executed efficiently
• Support process improvement initiatives to streamline workflows
• Coordinate with vendors, suppliers, and legal counsel on contracts and agreements
• Use farm management and productivity software to monitor operations and inventory

4. Data & Financial Support

• Perform data entry and reporting using platforms like Harvest Profit, John Deere, Reap, QuickBooks, and Monday.com
• Track production metrics and generate performance reports
• Assist with AP/AR and office expense reporting

5. HR & Team Coordination

• Support onboarding and maintain personnel documentation
• Ensure payroll, compliance, and onboarding paperwork is accurate and timely
• Foster positive relationships with internal team members and external stakeholders

Requirements

Must-Have:

• 3–5 years of experience in operations management, project management, or executive assistant roles
• Strong organizational, multitasking, and problem-solving abilities
• Excellent written and verbal communication skills
• Proficiency in Microsoft SharePoint, Office Suite (Excel, Word, PowerPoint), and Teams
• Experience with accounting systems (QuickBooks preferred)
• Ability to work independently with integrity, discretion, and a proactive mindset

Nice-to-Have:

• Experience in agriculture or with farm management software (Harvest Profit, John Deere, Reap)
• Familiarity with contracts or basic legal knowledge
• Strong IT and data visualization skills (Excel, Tableau, or similar tools)
• Background in expense tracking, budgeting, and workflow optimization

Benefits

• Competitive Salary: To be discussed during the interview, based on experience and skills
• 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

Our Recruitment Process:

1. Application
2. Screening
3. Initial Interview
4. Skills Assessment
5. Final Interview
6. Job Offer
7. Onboarding

Ready to Join Us?

If this role aligns with your skills and career goals, we’d love to hear from you. Apply now to take the next step in your journey with Pearl.