Industry

Internal Admin / Executive Assistance

Work Arrangement

Fully remote with required CET overlap

Job Type

Full-time

Work Schedule

Monday–Friday, with responsiveness required during core European business hours

Locations:

PH, LATAM, or Anywhere 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: 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.

About the Company

Our client is a fast-growing enterprise AI company serving large European organizations with complex, high-stakes sales cycles. They prioritize precision, professionalism, and operational excellence while driving high-value outcomes.

Role Overview

The Appointment Setter & Executive Assistant is a high-performance, operations-heavy Executive Assistant role supporting leadership and sales teams in a fast-moving enterprise environment. You will serve as the operational backbone of daily execution while contributing to strategic initiatives that directly support revenue growth. This position requires exceptional calendar management, CRM hygiene, and process optimization. Candidates who thrive here are proactive, analytical, and comfortable operating autonomously in ambiguous, high-stakes situations. Strong technical instincts for automation and workflow optimization are highly valued.

Your Impact

• Ensure seamless scheduling and calendar management across multi-timezone, high-volume enterprise sales pipelines.
• Maintain accurate CRM records and synthesize post-meeting information to drive operational efficiency.
• Streamline repetitive workflows through automation and process improvements to reduce manual effort.
• Contribute to strategic initiatives and ad hoc operational projects supporting leadership and enterprise customers.

Core Responsibilities

Scheduling & Calendar Management – 35%

• Respond to all scheduling requests within strict turnaround times, prioritizing same-day responsiveness during European business hours.
• Coordinate complex, multi-timezone meetings across a large and active enterprise sales pipeline.
• Ensure calendar invitations include correct attendees, video conferencing links, and clear meeting details.
• Proactively manage reschedules, cancellations, and time-zone-sensitive communications with urgency and professionalism.

CRM Hygiene & Post-Meeting Operations – 35%

• Maintain 100% accuracy in CRM records following every completed meeting.
• Extract and synthesize meeting information from notes or recordings and update CRM accordingly.
• Follow up internally to collect missing information and maintain data integrity.
• Build or support automation workflows to reduce manual data entry while preserving accuracy.

Process Optimization & Automation – 20%

• Identify repetitive operational tasks and design workflows to automate or streamline them.
• Implement no-code or low-code tools to improve operational efficiency across sales and leadership workflows.
• Continuously improve internal systems, documentation, and operational handoffs.

Strategic & Ad Hoc Support – 10%

• Assist leadership with customer-facing communications, internal documentation, and operational projects.
• Prepare presentations, documents, or materials required for enterprise customers.

Must-Haves (Required)

• 3+ years of experience in a high-velocity role supporting senior leadership.
• Proven experience managing complex, multi-timezone calendaring in enterprise or B2B environments.
• Hands-on proficiency with CRM systems (HubSpot or similar), calendar tools, and collaboration platforms.
• Ability to independently learn and implement new tools, including automation or workflow platforms.
• Exceptional written English communication skills, including customer-facing correspondence.
• Extreme attention to detail and zero-error mindset in fast-paced, high-stakes environments.

Nice-to-Haves (Preferred)

• Experience supporting enterprise sales teams or complex deal pipelines.
• Familiarity with European business culture, particularly German enterprise environments.
• Experience in AI, SaaS, or enterprise technology companies.
• Proficiency in German or other European languages.
• Experience building automations using no-code, low-code, or scripting tools.

Tools Proficiency

Must-Haves (Required)

• HubSpot, Microsoft Teams, Slack, Notion

Nice-to-Haves (Preferred)

• Zapier, Make, OpenClaw, Descript, Adobe Premiere, Ramp

• Competitive Salary: Based on experience and skills

• Remote Work: Fully remote—work from anywhere

• Team Incentives: Recognition for maintaining 100% CRM hygiene and on-time reporting

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