Executive Assistant (US-Based Medical Director)

Work Arrangement: Fully remote, with overlap required in EST working hours

Job Type: Independent Contractor, Full-time

Work Schedule: 40–50 hours per week, with core availability during EST hours and flexibility across global time zones. Occasional weekend check-ins required for events, travel, and podcast prep

Locations:

• Remote
• EST time zone overlap preferred

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.

Hear why we exist, what we believe in, and who we’re building for: WATCH HERE

Why Work with Us?

We’re not just another recruiting firm—we focus on placing candidates with exceptional US and EU founders who prioritize the long-term success of their team members. We also provide retention bonuses at 3, 6, 9, and 12 months, as well as community-driven benefits like an annual retreat.

Role Overview:

As a Strategic Executive Assistant, you’ll serve as the operational right hand to a founder in the medical and academic space. This is a high-impact, fast-paced role requiring elite calendar management, cross-functional coordination, and healthcare-adjacent admin skills. You’ll be the central force keeping the founder’s schedule, initiatives, and energy aligned and focused.

Your Impact:

Your ability to triage time, track priorities, and shield the executive from operational friction will be critical to the success of multiple ventures spanning clinical care, research, global partnerships, and education. You will act as the single source of truth for daily execution, allowing a high-performing leader to operate at maximum impact.

Core Responsibilities:

1. Time & Calendar Management (30%)

• Orchestrate daily calendar across multiple domains (clinic, education, podcast, travel)
• Build and maintain rolling 7-day dashboards and daily briefing updates

2. Communication & Follow-Up (20%)

• Own meeting preparation, coordination, and next-step tracking
• Filter and triage inbox requests and incoming communications

3. Travel & Event Logistics (15%)

• Coordinate complex international travel, speaking engagements, and clinical tours
• Manage podcast and VIP patient scheduling

4. Cross-Entity Liaisoning (15%)

• Connect workflows across multiple teams, organizations, and regions
• Maintain alignment and documentation across stakeholders

5. Tracking & Research (10%)

• Manage trackers, SOPs, and executive commitments
• Conduct light research on speaking topics, protocols, and international engagements

6. Admin & Systems Support (10%)

• Use tools like EMRs, CRMs, Slack, and project trackers to manage workflows
• Support onboarding of new initiatives and align team systems

Must-Have:

• 3+ years supporting C-suite or physician executives
• Experience with executive calendar management and international coordination
• Excellent English communication skills (written and verbal)
• High discretion and comfort working under NDA/HIPAA protocols
• Strong command of Google Workspace, Slack, and project management tools
• Familiarity with healthcare or biotech environments

Nice-to-Have:

• Knowledge of integrative medicine or cellular health terminology
• Podcast coordination experience
• HubSpot, OptiMantra, Notion, or Airtable fluency
• Background supporting founders or high-profile executives
• Exposure to high-performance, clinical, or concierge service roles

• Remote Work: Fully remote—work from anywhere
• Generous PTO: 15 days annually, aligned with Pearl’s managed services model
• Health Coverage: HMO after 3 months for full-time contractors
• Mentorship: Direct support from Pearl Talent and international executive coaches
• Learning & Development: Access to global resources and best practices
• Retention Bonuses: At 3, 6, 9, and 12 months
• Annual Retreat: Exclusive invite to Pearl’s global community retreat
  
  

Our Recruitment Process:

1. Application
2. Screening
3. Initial Interview
4. Skills Assessment
5. Final Interview
6. Job Offer
7. Onboarding

Ready to Join Us?

If you're excited to support a high-performing executive at the center of global medical and academic innovation, we’d love to hear from you. Apply now and take the next step in your journey with Pearl.