Virtual Assistant (US Based AI and Robotics Firm)

Work Arrangement: Monday - Friday, 9 AM - 6 PM PST (with flexible hours)

Job Type: Full-time, Independent Contractor.

Salary Range: Competitive; based on experience

Work Schedule: 40 hours per week, Monday–Friday.

Locations: Remote, open to candidates who can work PST hours.

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.

Why Work with Us?

We mean when we say that we’re building a different recruiting company here. We only work with exceptional founders from the US and EU who care about the long-term success of their team members. We also provide you with attainable 3, 6, 9, 12 month, and beyond retention bonuses in addition to community oriented opportunities like an annual retreat.

About the Company:

Our partner company is developing an AI-powered robotic system to automate repetitive lab protocols in biology—tackling the biggest bottleneck in life science discovery: data generation. By combining cutting-edge robotics with artificial intelligence, computer vision, and natural language processing, the partner company’s embodied lab intelligence platform aims to eradicate all diseases within our lifetime.

Role Overview:

The Executive Assistant will serve as the right hand to the partner company's executive leadership, ensuring streamlined operations, effective communication, and top-tier administrative support.

Key Responsibilities:

• Executive Support & Coordination:
• Manage calendars, schedule meetings, and optimize time efficiency for executive leadership.
• Prepare briefings, reports, and documents for high-level discussions.
• Handle confidential information with discretion.
• Operational & Administrative Efficiency:
• Maintain organization across emails, internal systems, and project tracking tools.
• Assist in drafting and reviewing communications, ensuring clarity and professionalism.
• Support hiring, onboarding, and liaise with internal teams to ensure smooth workflows.
• Event & Travel Management:
• Arrange domestic and international travel, ensuring efficiency in logistics and accommodations.
• Plan and execute team meetings, off-sites, and industry events.
• Strategic Project Assistance:
• Act as a key point of contact between executives and internal/external stakeholders.
• Support operational projects, optimizing efficiency and execution.
• Provide ad-hoc research and analytical support as needed.

Requirements

Non-Negotiables:

• Prior experience in an Executive Assistant role supporting C-level executives or high-performance teams.
• Exceptional organizational and time management skills.
• Strong verbal and written communication, with the ability to draft high-level correspondence.
• High discretion in handling confidential information.
• Ability to anticipate needs and solve problems proactively.

Nice-to-Haves:

• Experience working in fast-paced, high-tech, or biotech environments.
• Familiarity with project management tools like Asana, Notion, or Trello.
• Background in handling complex travel logistics and event coordination.
• Technical proficiency with AI-driven tools, research, and data analysis.

Benefits

• Remote Work: Fully remote—work from anywhere

• Generous PTO: Ample paid time off to rest and recharge
• Direct Mentorship: Grow through guidance from international industry experts
• Learning & Development: Ongoing access to resources for professional growth
• Global Networking: Work and connect with professionals around the world
• Work-Life Balance: Flexible hours that support a healthy work-life balance

Our Recruitment Process:

1. Application
2. Screening
3. Skills Assessment
4. Top-grading interview
5. Client Interview
6. Job Offer
7. Client Onboarding