Executive Assistant

Join to apply for the Executive Assistant (Creative Production & Operations) role at Pearl Talent Industry: Creative Production / Agency Operations / Media Work Arrangement: Fully Remote — must overlap with 9AM–6PM PST Work Schedule: Monday to Friday — 40 hours per week Philippines 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. 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. The studio is known for 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 Extension of the Managing Director’s operating system — maintaining focus, clarity, and accountability. Organization and foresight driving efficiency across meetings, communication, and client operations. Accurate, actionable CRM data, client follow‑ups, and reports delivered on time. 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. 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. 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 Application Screening Skills Assessment Top‑grading Interview Client Interview Job Offer 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. #J-18808-Ljbffr