Role Description The Executive Assistant serves as the operational backbone for founders, CEOs, and senior leadership teams in fast-paced startup environments. This role goes beyond traditional administrative work—you'll manage time, systems, and communication while anticipating needs before they arise, driving alignment across priorities, and enabling executives to focus on strategy, partnerships, and growth. This is a high-trust, high-autonomy position perfect for someone who thrives on solving operational challenges and is excited by the opportunity to scale into Chief-of-Staff–level responsibilities. Your Impact - Maximize executive leverage by managing time, tasks, and communication with precision. - Build and maintain operational systems that enhance clarity and efficiency across the organization. - Act as a communication hub to ensure updates, deliverables, and follow-ups never slip through the cracks. - Drive accountability through structure, tools, and proactive problem-solving. - Continuously evolve operational workflows through automation and process improvement. Core Responsibilities - Executive Support & Communication (35%) - Manage executive calendars, inboxes, and priorities to ensure maximum productivity (aim for inbox zero). - Draft, proof, and send professional internal and external communications on behalf of leadership. - Prepare meeting briefs, agendas, and follow-ups ensuring executives are always context-ready. - Coordinate meetings with internal and external stakeholders across multiple time zones. - Manage task lists and close 90%+ of delegated items within 48 hours. - Track deadlines, commitments, and action items to ensure timely execution. - Maintain proactive oversight of ongoing projects to ensure on-time delivery. - Operational Systems & Workflow Management (30%) - Maintain dashboards and documentation in Notion, Asana, and other internal tools. - Create, update, and refine SOPs to improve consistency and operational efficiency. - Build structure around recurring workflows through automation and process mapping. - Monitor task completion and reduce recurring errors or missed deadlines. - Streamline recurring workflows and support cross-functional operational processes. - Facilitate team communication, shared workspaces, and progress tracking systems. - Support operations including vendor coordination and task management. - Calendar, Travel & Administrative Coordination (20%) - Own complex calendar management including internal meetings, external calls, and priority-based scheduling. - Coordinate and book travel arrangements (flights, hotels, transportation) with detailed itineraries. - Handle inbox triage: flag urgent messages, draft replies, file emails, and ensure nothing slips through. - Support legal and administrative documentation (routing forms, signatures, deadline tracking). - Coordinate personal appointments, reservations, and occasional household/vendor support as needed. - Protect executive time by managing schedule conflicts and ensuring adequate focus time. - Research, Documentation & Strategic Projects (15%) - Conduct industry, competitor, and market research to support executive decision-making. - Compile concise briefs, summaries, and actionable insights from research. - Manage internal communications such as weekly team updates and stakeholder notes. - Research new tools and AI automations to improve operational speed and accuracy. - Support reporting on performance metrics, market trends, and strategic opportunities. - Identify potential issues early and propose proactive solutions. - Assist with special projects including light due diligence and business development initiatives. Qualifications - Experience: 1-2+ years as an Executive Assistant, Admin Specialist, Operations Partner, or supporting C-level executives in fast-paced environments. - Executive Support: Proven ability to manage calendars, inboxes, and founder/CEO-level communication. - Communication: Excellent written and verbal English communication skills; clear, concise, and professional. - Organization: Exceptional attention to detail, organization, and time management capabilities. - Tech Proficiency: Comfortable with Google Workspace, Microsoft Office, and modern productivity tools. - Proactive Mindset: Strong ownership mentality with ability to anticipate needs and take initiative. - Discretion: High levels of confidentiality and professionalism when handling sensitive information. - Remote Experience: Demonstrated ability to work remotely with leaders across time zones. - Problem-Solving: Ability to think critically, manage competing priorities with urgency and precision. - Follow-Through: Demonstrated reliability in completing tasks and meeting deadlines consistently. Nice-to-Haves (Preferred) - Bachelor's degree preferred. - Background in healthcare, startups, AgTech, telecommunications, or project management. - Experience building SOPs, internal systems, or operational documentation. - Exposure to AI tools for automation and productivity enhancement. - Familiarity with analytics, reporting, or data-driven decision support. - Experience supporting M&A, investor relations, or due diligence processes. - Experience with CRM systems or project coordination tools. - Basic spreadsheet skills (sorting, filtering, formulas like SUM, IF, VLOOKUP). - Prior startup or high-growth company experience. Tools Proficiency - Must-Haves (Required) - Email & Messaging: Gmail, Outlook, Slack, Microsoft Teams, WhatsApp. - Calendar & Scheduling Tools: Google Workspace (Docs, Sheets, Drive, Calendar), Microsoft Office Suite (Word, Excel, PowerPoint). - Zoom or equivalent video conferencing platforms. - AI Tools: ChatGPT, Claude, Perplexity, or similar AI assistants. - Nice-to-Haves (Preferred) - Project Management: Notion, Asana, Trello, ClickUp, Airtable. - Automation: Zapier or similar workflow automation tools. - CRM Platforms: Pipedrive, HubSpot, Salesforce, ConnectWise. - Finance: QuickBooks or similar bookkeeping tools. - E-commerce: Amazon Seller Central, Shopify. - Communication: Loom for video messaging. - LinkedIn for professional networking and outreach. Benefits - Competitive Salary: Based on experience and skills. - Remote Work: Fully remote — work from anywhere. - Generous PTO: In accordance with company policy. - Direct Mentorship: Access to global industry leaders. - Learning & Development: Continuous growth resources. - Global Networking: Work with international teams. - Health Coverage (Philippines only): HMO after 3 months (full-time). Our Recruitment Process - Application - Short Video Interview - Skills Assessment - Top-grading Interview - Client Matching - Job Offer - Onboarding Ready to Join Pearl Talent? If you're a driven professional ready to work with exceptional founders building the next generation of world-class companies, we'd love to meet you. Apply now to unlock opportunities where your growth, impact, and success are our top priorities.

• Manage your founder's calendar, scheduling, and daily priorities across time zones • Coordinate travel logistics: flights, accommodations, transport, and meetings • Organize internal and external meetings • Handle professional and occasional personal administrative tasks • Keep the founder's schedule aligned with what matters most • Act as the central coordinator for key tasks and projects • Track priorities, deadlines, and deliverables across the team • Follow up with people to make sure commitments get done • Spot blockers and risks early, and escalate proactively • Maintain operational visibility so the team stays aligned and productive • Maintain and optimize the founder's workspace (Notion, ClickUp, or similar) • Track project updates, task ownership, and company-wide priorities • Keep documentation and workflows current as the business evolves • Support the founder in maintaining a clear operational dashboard • Turn meeting discussions into structured, owned tasks • Capture action items and summarize key outcomes during calls • Brief the founder on takeaways, priorities, and next steps • Facilitate team access to the founder for decisions and approvals • Help with onboarding logistics for new team members • Support process improvements as the company grows

Role Description Chapman Management Group (CMG), a Washington, DC-based boutique property management firm specializing in affordable and multifamily housing across the DC, Virginia, and Maryland region, is seeking a highly organized and detail-oriented LATAM Remote Executive Assistant to provide remote support to a senior executive within our organization. The ideal candidate is proactive, discreet, and able to manage a busy executive's day-to-day needs with minimal supervision. - Schedule and manage the executive's agenda, including meetings, appointments, and deadlines. - Review the executive's agenda prior to meetings and prepare talking points or summaries. - Take clear and concise notes during meetings and calls. - Follow up on action items from meetings and projects, ensuring progress is made. - Manage email inbox and calendar on behalf of the executive. - Draft, edit, and proofread documents and correspondence. - Conduct internet research and compile findings. - Organize travel arrangements as needed. - Handle general administrative tasks to support executive productivity. - Special projects as assigned. Qualifications - Fluent in English (written and spoken) — required. - Excellent organizational and time management skills. - Strong attention to detail and ability to work independently. - Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). - Reliable internet connection and access to a computer. - Prior experience supporting a senior executive or manager preferred. - Discretion and professionalism in handling confidential information. Benefits - Flexible PTO: Enjoy the freedom to use your available PTO days whenever you choose throughout the year, with only two mandatory dates. - Room to Grow: We offer real opportunities for career growth and professional advancement within the company. - Competitive Salary - Work from Home / Remote - Work Hours: Must be available during core US East Coast hours (8:30 AM – 5:00 PM EST). How to Apply Please email your resume and a brief cover letter to hr@chapmanmgmt.com . Include the position title in the subject line. Company Description Chapman Management Group is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

• Maintain a busy calendar and daily schedule for the SVP, fielding and prioritizing requests with sound judgment • Coordinate extensive domestic and international travel • Help triage, organize, and draft responses to emails as necessary • Manage expenses in a proactive, fiscally alert manner • Ensure and maintain confidentiality of all appropriate communications and documents • Attend meetings, document discussions, and distribute action items • Coordinate and host group meetings, leadership meals, and management team off-sites • Work with sales and customer success teams to coordinate customer meetings and visits • Help plan and execute events and leadership meetings, including occasional domestic and international travel for logistics and on-site support • Handle occasional personal tasks for the executive as needed • Work closely with other EAs at Grafana to coordinate on events, calendars, and best practices across a globally distributed organization • Own the operational cadence of the Global Customer Solutions org - tracking active programs, surfacing blockers, and ensuring key initiatives stay on schedule • Maintain a centralized program tracker across all strategic workstreams, providing the SVP and leadership team with a clear, real-time view of status, priorities, and open decisions • Drive accountability across cross-functional programs by coordinating with team leads, following up on commitments, and escalating when needed • Help design and implement lightweight but effective program management processes and frameworks that scale with the team • Help prepare and maintain materials for leadership reviews, all-hands meetings, and executive briefings - including agendas, status decks, and pre-reads • Assist in the planning and execution of quarterly business reviews and organizational planning cycles • Identify inefficiencies in how the team operates and bring forward proposals to improve them • Serve as a coordination layer between the SVP and key internal stakeholders including Sales, Marketing, Finance, People Ops, and Product • Support the rollout of new org-wide initiatives by managing timelines, tracking deliverables, and communicating progress • Proactively identify tasks and workflows that can be automated or accelerated through AI tools and bring forward proposals to implement them • Build and maintain lightweight automations that reduce manual overhead for the SVP and the broader team (e.g. meeting summaries, status updates, reporting) • Stay current on emerging AI and productivity tools and serve as an internal resource for how to apply them effectively • Prior experience with AI tools (ChatGPT, Claude, Notion AI, Zapier, etc.) is a strong plus