Admin Assistant – Creative Production, Operations

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November 6

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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

• 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. • 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. • 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. • 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

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

🏖️ 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