Executive Assistant (Creative Production & Operations)

Description

Industry: Creative Production / Agency Operations / Media

Work Arrangement: Fully Remote — must overlap with 9AM–6PM PST

Job Type: Full-time (Independent Contractor)

Work Schedule: Monday to Friday — 40 hours per week

Locations:

• Philippines
• LATAM (Mexico, Colombia, Argentina, Brazil)
• Other remote regions with strong communication skills and creative operations experience

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, be challenged, and build long-term, meaningful careers.

About the Company

Our client is a creative studio specializing in branded content, commercials, and music video production, collaborating with top artists and brands worldwide. The studio operates with a high-performance culture and a focus on producing meaningful, visually stunning work that moves culture.

They are known for their clarity, creative rigor, and seamless collaboration — delivering best-in-class execution for global clients.

Role Overview

We’re seeking a highly organized, proactive Administrative Assistant to support the Managing Director of a creative studio. You will act as a key operational partner — ensuring time protection, communication clarity, and momentum across the company’s business development, operations, and creative workflows.

This role is ideal for someone detail-oriented, confident, and proactive — someone who thrives in creative, fast-paced environments and understands how to manage priorities with calm precision.

Your Impact

• You’ll serve as an extension of the Managing Director’s operating system — maintaining focus, clarity, and accountability.
• Your organization and foresight will drive efficiency across meetings, communication, and client operations.
• You’ll ensure all CRM data, client follow-ups, and reports are accurate, actionable, and delivered on time.
• You’ll play a vital role in protecting executive time and elevating the client experience at every touchpoint.

Core Responsibilities

Administrative & Communication Support – 35%

• Manage inbox triage, prioritize responses, and draft professional communication.
• Maintain and optimize calendar scheduling with precision and time protection.
• Take detailed meeting notes, track deliverables, and follow up on action items.
• Provide daily updates and maintain direct communication alignment with leadership.

Business Development Support – 30%

• Maintain accurate CRM records (HubSpot) and ensure pipeline hygiene.
• Deliver weekly CRM reports every Friday by 6PM EST.
• Support outreach, client communication, and distribution of recap materials.
• Assist in building Google Slides decks and researching new client opportunities.

Operations & Internal Coordination – 20%

• Prepare weekly team and sales meeting agendas and presentation decks.
• Coordinate expense tracking (AMEX) and maintain accurate categorization.
• Manage internal documentation, directories, and EA handbook updates.
• Collaborate across production, finance, and operations to ensure alignment.

Travel, Events & Client Experience – 15%

• Plan and coordinate travel logistics for leadership and clients.
• Manage client dinners, events, and gifting experiences with brand alignment.
• Handle occasional personal tasks with discretion and confidentiality.

Requirements

Must-Have

• 2–5 years of experience supporting executives, founders, or creative leaders.
• Excellent written and spoken English; clear and professional communication style.
• Proven organizational systems and ability to manage multiple priorities.
• Strong experience with CRM platforms (HubSpot preferred) and pipeline management.
• Advanced Google Workspace proficiency (Docs, Sheets, Slides, Drive).
• High attention to detail, follow-through, and accountability.
• Reliable, professional remote setup with strong internet connection.
• Ability to work aligned with 9AM–6PM PST schedule.

Nice-to-Have

• Previous experience in creative, production, or agency environments.
• Background in Salesforce or other CRM systems.
• Design sensibility for creating client-facing presentations.
• Exposure to expense reporting, travel coordination, or client event planning.
• Interest in production, brand partnerships, or creative storytelling.

Tools Proficiency

• CRM: HubSpot (required), Salesforce (preferred)
• Productivity: Google Workspace (Docs, Sheets, Slides, Drive)
• Communication: Slack, Zoom
• Organization & PM: ClickUp, Asana, or Notion (nice-to-have)
• Finance & Logistics: AMEX expense tracking, Google Calendar

Soft Skills & Cultural Fit

• Proactive and self-starting — anticipates needs before being asked.
• Calm, composed, and structured under pressure.
• Communicates clearly and confidently across teams.
• Highly reliable — closes loops without reminders.
• Solution-oriented and adaptable to shifting priorities.
• Positive, collaborative, and comfortable in creative environments.

Benefits

• Competitive Salary: Based on experience and skills
• Remote Work: Fully remote—work from anywhere
• 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 you’re a detail-driven, proactive operator who thrives in creative, fast-paced environments — this is your opportunity to make a lasting impact. Apply now to become the Managing Director’s right hand and help bring order, clarity, and momentum to a growing creative powerhouse.