Executive Assistant, Admin Specialist – AI-Driven Ops Partner

Job not on LinkedIn

October 31

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Catena

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HR Tech • Enterprise • Recruitment

Catena, now known as Pearl Talent, is a company that specializes in helping organizations hire top remote talent from overseas, primarily focusing on candidates from the Philippines and Latin America. They offer a rigorous vetting process to ensure they provide highly capable candidates equipped with modern software skills and fluent English proficiency. Pearl Talent provides two main hiring services: Managed Services, which handles compliance, payroll, and training, and Direct Placement for companies that manage hires internally. They focus on long-term retention and quality in their hiring processes, aiming to build high-performing remote teams for a range of industries including healthcare, real estate, and finance.

2 - 10 employees

👥 HR Tech

🏢 Enterprise

🎯 Recruiter

📋 Description

• Maximize founder leverage by managing time, tasks, and communication with precision. • Build and maintain operational systems that enhance clarity and efficiency. • Act as a communication hub — ensuring updates, deliverables, and follow-ups never slip. • Drive accountability through structure, tools, and proactive problem-solving. • Evolve operational workflows through automation and continuous improvement. • Maintain founder inboxes and calendars (aim for inbox zero). • Draft, proof, and send professional internal/external communications. • Prepare meeting briefs and follow-ups, ensuring founders are always context-ready. • Manage task lists and close 90%+ of delegated items within 48 hours. • Maintain dashboards and documentation in Asana, Notion, and internal tools. • Create and update SOPs to improve consistency and efficiency. • Build structure around recurring workflows through automation and process mapping. • Monitor task completion, reducing recurring errors or missed deadlines. • Coordinate hiring pipelines and outreach for U.S.-based roles. • Research, screen, and communicate with potential talent and vendors. • Support partner development, scheduling, and coordination for business initiatives. • Manage internal communications such as weekly team updates and investor notes. • Research new tools and AI automations to improve operational speed and accuracy. • Identify potential issues early and propose proactive solutions. • Inbox and calendar accuracy maintained at 100%. • 90% of delegated tasks completed within 48 hours. • Zero recurring workflow errors or missed deadlines. • Two to three new SOPs created or improved each month. • Meeting briefs always prepared ahead of key discussions. • Anticipates 80% of potential issues before escalation.

🎯 Requirements

• 3+ years of experience as an Executive Assistant, Admin Specialist, or Operations Partner. • Strong written and verbal communication skills in English. • Proven ability to manage calendars, inboxes, and founder-level communication. • Tech-savvy and resourceful — skilled in Notion, Asana, Google Workspace, Slack, and automation tools (Zapier, AI assistants). • Exceptional attention to detail, organization, and time management. • Proactive mindset with strong ownership and discretion in handling confidential information. • Prior experience working directly with CEOs, founders, or startup leadership. • Bachelor’s degree preferred. • Nice-to-Have (Preferred): • Background in healthcare, startups, or project management. • Experience building SOPs or internal systems. • Exposure to AI tools for automation and productivity. • Familiarity with analytics, reporting, or data-driven decision support.

🏖️ Benefits

• Competitive Salary: Based on experience and skills • Remote Work: Fully remote—work from anywhere • Career Growth: Path to Chief-of-Staff within 2-3 years • 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 proactive, hyper-organized, and passionate about helping founders operate at peak performance, we’d love to meet you. Apply now and help scale an AI-driven healthcare startup that’s reshaping patient advocacy.