Executive Assistant/ Administrative Assistant (Puerto-Rico Based Company)

Executive Assistant/ Administrative Assistant (Puerto Rico-based Company)

Work Arrangement: Hybrid with flexibility to handle urgent tasks outside regular working hours.

Job Type: Full-time

Holiday Adherence (UAE/UK/US/PH): US Federal holidays

PTO Entitlement: Standard PTO per company policy, including federal US holidays

Salary: Up to $36,000 per annum, depending on experience and qualifications

Work Schedule: 40 hours per week, Monday to Friday, 9:00 AM – 5:00 PM AST

Locations: San Juan, Puerto Rico

About Pearl Talent:
Pearl Talent connects the top 1% of candidates worldwide with leading startups in the US and EU. These startups have collectively raised over $5 billion and are backed by companies like OpenAI, a16z, and Founders Fund. Pearl looks for highly skilled candidates who can be promoted and collaborate long-term. Many candidates are flown to the US and EU for client engagements and may even receive promotions to roles based in the US.

Why Work with Us?
The company offers an opportunity to work in a dynamic, fast-growing environment with a supportive culture that values innovation and efficiency. You'll be collaborating with top-tier professionals in the property management and tech sectors, fostering professional growth while maintaining work-life balance through flexible hours.

About the Company:
The company is a cutting-edge technology firm committed to innovating and delivering unique digital solutions that transform how businesses interact with their clients. It is focused on fostering a collaborative and inclusive work environment where creativity and agility thrive. As the company grows, it seeks a Puerto Rico-based Executive Assistant to support its executive team, ensure smooth operations, and enhance productivity by managing critical administrative, operational, and organizational tasks. The ideal candidate is a proactive problem solver who brings high energy and professionalism.

Role Overview:
The Executive Assistant/ Administrative Assistant will serve as the cornerstone of operational and administrative support for the company's executive team, ensuring seamless execution of daily functions, optimized workflows, and proactive support for company initiatives. This includes coordinating property listings, guest communications, and maintenance schedules. By managing these essential tasks, you enable the executive team to focus on strategic planning, business expansion, and client acquisition. Your role will be pivotal in maintaining high occupancy rates, exceptional guest experiences, and efficient property turnover, contributing to the company’s goal of increasing rental revenue by 15% in the next quarter.

Key Responsibilities:

• Executive Support
• Provide personal and professional assistance, including managing appointments, reservations, and personal errands to ensure a balanced lifestyle.
• Coordinate and maintain executive schedules across time zones, arrange meetings, and handle schedule changes with efficiency
• Project Management
• Track and manage project deadlines and deliverables using project management tools, ensuring timely and efficient execution.
• Oversee document management by organizing digital files in a secure and systematic manner.
• Travel and Event Coordination
• Plan and coordinate travel arrangements, including detailed itineraries, expense tracking, and real-time travel support.
• Organize and execute events, such as team-building activities, corporate functions, and client presentations, ensuring seamless operations.

Immediate Tasks Anticipated for Week 1:

• Familiarize with executives’ schedules, routines, and communication styles.
• Organize internal and external meetings, ensuring agendas and reminders are set.
• Set up travel arrangements for upcoming trips.
• Start managing the executive’s email inbox and drafting replies for review.
• Organize and streamline digital files for easy access.
• Participate in initial meetings with key stakeholders.

Requirements

• 3-5 years of experience in a high-level executive assistant role, preferably within a tech or startup environment.
• Proven track record of handling complex schedules and international travel logistics.
• Strong proficiency in digital tools like Google Workspace, Slack, and project management software.
• Highly adaptable and able to pivot quickly in a fast-paced environment.
• Professional demeanor and discretion with sensitive information.

Must-Haves

• Extraordinarily comfortable with computers and all ordinary day-to-day software; a master of using digital tools to organize life, work, and find information.
• Must be scrappy and creative with problem-solving.
• Typing speed is more than 40 words/minute
• Must speak, read, and write both English and Spanish comfortably.
• Strong proficiency with tools like Google Workspace and Microsoft Office.
• Must be highly adaptable, with the ability to pivot quickly in a fast-paced, dynamic environment.
• Professional demeanor and ability to handle sensitive and confidential information with discretion.

Nice-to-Haves

• Experience with startups
• Experience with Clay CRM Tool

What Are the Different Tools and Communication Channels Used by the Team?

• Google Workspace for email, file sharing, and document collaboration.
• Telegram and Signal for internal communication and team updates.
• Google Hangouts for video meetings and virtual check-ins.
• Microsoft Office Suite and Google Docs and Google Sheets for presentations, documentation, and reporting.

Benefits

Competitive Salary: Up to $3000 per month, based on experience and skills.

Remote Work: Fully remote, work from anywhere.

Generous PTO: Ample paid time off.

Direct Mentorship: Guidance from international experts.

Learning & Development: Continuous access to growth resources.

Global Networking: Opportunities to connect with professionals globally.

Work-Life Balance: Flexible hours to support a balanced lifestyle.