Executive Assistant to the CEO

Job not on LinkedIn

November 25

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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

• Enable the CEO to focus more on strategy, leadership, and external relationships by reducing time spent on administrative tasks. • Bring structure, clarity, and organization to the CEO’s daily operations. • Improve internal coordination and operational consistency through reliable follow-up and task management. • Contribute to smoother project execution by coordinating information, owners, and next steps. • Ensure commitments, deadlines, and operational routines stay on track. • Build repeatable systems that the CEO can rely on long-term. • Own and manage the CEO’s calendar, including internal meetings, external calls, and priority-based scheduling. • Coordinate and book travel arrangements (flights, hotels, transportation) and create detailed itineraries. • Handle inbox triage: flag urgent messages, draft replies, file emails, and ensure no important items slip through. • Prepare correspondence and communicate with internal teams, vendors, and partners as needed. • Support legal and administrative documentation (routing forms, collecting signatures, tracking deadlines). • Prepare agendas, key points, notes, and action items for CEO-requested meetings. • Track follow-ups and ensure owners meet commitments and deadlines. • Coordinate with internal team members to move initiatives forward based on CEO direction. • Support ad hoc projects by conducting online research, gathering information, and organizing next steps. • Maintain and update the CRM (ConnectWise) with accurate information (training provided if needed). • Assist with expense reports, receipt tracking, and light bookkeeping coordination. • Keep task lists or project tracking tools updated and organized. • Schedule personal appointments, reservations, gifts, and occasional household/vendor coordination as needed. • Protect the CEO’s personal time by managing schedule conflicts and ensuring adequate breathing room.

🎯 Requirements

• 4–5+ years of experience as an Executive Assistant, Senior Administrative Assistant, Operations Associate, or Project Coordinator. • Prior experience supporting a founder, CEO, or senior leader in a fast-paced environment. • Demonstrated ability to manage complex calendars, scheduling, and travel arrangements. • Strong written and spoken English; clear, concise communication is essential. • Proficiency with email and messaging tools (Outlook/Gmail, Teams or similar). • Basic spreadsheet skills (sorting, filtering, formulas, organizing data). • Experience working remotely with leaders across time zones. • Exposure to or interest in using AI tools for drafting, summarizing, or research. • Ability to think critically, anticipate needs, and follow through reliably. • High discretion and trustworthiness with sensitive information. • Must-Haves (Required) • Experience supporting senior executives (CEO, founder, or similar). • Advanced calendar, inbox, and scheduling management skills. • Strong organization, follow-through, and attention to detail. • Excellent written and verbal English communication. • Ability to work full-time PST/PDT hours. • Nice-to-Haves (Preferred) • Familiarity with CRM tools or ConnectWise. • Experience with project coordination or operations support. • Comfort using AI productivity tools (e.g., ChatGPT, Notion AI). • Prior experience in telecommunications or managed mobility environments (not required).

🏖️ Benefits

• Competitive Salary: Based on experience and skills • Remote Work: Fully remote—work from anywhere • Performance Bonus: Based on data accuracy, reporting timeliness, and overall sales efficiency • 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