Administrative & Operations Coordinator (Healthcare Legal Services) - A130

Work Arrangement: Remote (U.S. Time Zones)

Job Type: Full-time

Work Schedule: Monday to Friday, core overlap with PST time zones

Locations:

• North America (U.S. time zone coverage preferred)
• LATAM (Mexico, Colombia, Brazil, Argentina)
• Philippines (with strong written and verbal English communication skills)

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: WATCH HERE

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.

Role Overview:

Our client, a mission-driven legal services firm in the healthcare and innovation sector, is seeking an Administrative & Operations Coordinator to support its leadership and operations teams. This role combines precision, professionalism, and collaboration — ensuring that the firm runs efficiently across its daily operations. You'll handle scheduling, communications, billing, and project coordination while supporting a dynamic leadership team that values initiative and excellence.

Your Impact:

As the firm's organizational backbone, your work ensures smooth communication, efficient billing, and proactive coordination across projects. You'll enable attorneys and leadership to focus on strategic legal work by keeping operations running with structure, reliability, and foresight.

Core Responsibilities:

Calendar & Scheduling Management – 25%

• Manage internal and client-facing scheduling for attorneys, partners, and team meetings.
• Maintain shared calendars and coordinate cross-department schedules.
• Use Calendly and Microsoft Outlook to streamline availability and meeting logistics.

Inbox & Communication Management – 20%

• Monitor operations inboxes to ensure timely responses and proper task routing.
• Maintain a professional tone consistent with firm communication standards.
• Support attorney correspondence and leadership communications as needed.

Billing, Invoicing & Administrative Support – 20%

• Support billing workflows using Clio or equivalent practice management systems.
• Track billable hours, expenses, and ensure timely client follow-ups.
• Maintain documentation and reconcile billing procedures.

Operational & Project Coordination – 15%

• Collaborate with the Operations Manager on internal initiatives and vendor relations.
• Track firm priorities and tasks in Asana.
• Coordinate event logistics, retreats, and firm-wide projects.

Meeting Preparation & Follow-Up – 10%

• Prepare agendas, take meeting notes, and assign follow-up tasks.
• Track progress and confirm completion timelines in Asana.

Document & Data Management – 10%

• Maintain and organize digital filing systems in Microsoft SharePoint and Teams.
• Ensure operational documents are up-to-date and version-controlled.

Requirements:

Must-Have (Required):

• 3+ years of experience in administrative, executive assistant, or operations support roles.
• Proven experience in scheduling, inbox management, and billing workflows.
• Strong written and verbal English communication skills.
• Exceptional organization and attention to detail.
• Ability to manage multiple deadlines in fast-paced environments.
• Professional discretion and confidentiality.
• Comfort working directly with leadership teams.

Nice-to-Have (Preferred):

• Experience in healthcare, legal, or professional services sectors.
• Background in billing or client invoicing systems (e.g., Clio, QuickBooks).
• Familiarity with automation or AI productivity tools.

Tools Proficiency:

Required:

• Core Tools: Microsoft Outlook, Word, Excel, PowerPoint, Teams
• Document Management: SharePoint
• Project Management: Asana
• CRM: HubSpot
• Scheduling: Calendly
• Billing: Clio

Preferred:

• AI Tools: Notion AI, Grammarly, ChatGPT
• Collaboration Tools: Google Workspace, Airtable

Benefits:

Compensation Package:

• Competitive Salary: Based on experience and skills
• Remote Work: Fully remote—work from anywhere
• 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
• Work-Life Balance: Flexible hours that support a healthy balance

Our Recruitment Process:

• Application
• Screening
• Initial Interview
• Skills Assessment
• Final Interview
• Job Offer
• Onboarding

Ready to Join Us?:

If this role aligns with your skills and goals, apply now to take the next step in your journey with Pearl.