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Operations Assistant (Advanced Excel Proficiency) - A189
Operations Assistant (Advanced Excel Proficiency) - A189Pearl • Atlanta, GA, US
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Operations Assistant (Advanced Excel Proficiency) - A189

Operations Assistant (Advanced Excel Proficiency) - A189

Pearl • Atlanta, GA, US
[job_card.variable_days_ago]
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  • [job_card.full_time]
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Operations Assistant

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.

At Pearl, we're not just another recruiting firmwe connect you with exceptional opportunities to work alongside visionary US and EU founders. Our focus is on placing you in roles where you can grow, be challenged, and build long-term, meaningful careers.

Our client, a long-standing leader in academic and travel-based summer programs, is looking for a highly organized Operations Assistant to support daily functions of the Global Operations team. This role provides administrative, project coordination, and operational support across a wide portfolio of international youth programs.

The ideal candidate thrives in fast-paced environments, excels at tracking complex details, and demonstrates proactive problem-solving. You will maintain documentation, coordinate communications, support workflows, and help ensure smooth planning and in-season execution across multiple program sites.

Strengthen operational efficiency through precise documentation, organized workflows, and proactive communication management.

Support seamless program delivery across multiple international locations during planning and peak summer seasons.

Enhance team productivity through effective administrative support, schedule coordination, and streamlined processes.

Administrative Operations & Executive Support (25%)

  • Manage calendars, meetings, travel logistics, and expense reporting for operations leadership.
  • Prepare meeting agendas, record minutes, and track action items.
  • Maintain confidential files, personnel documents, and sensitive information.
  • Coordinate internal and external communications, including drafting correspondence.
  • Schedule cross-department meetings and manage video conferencing logistics.

Project Coordination & Documentation (20%)

  • Support project timeline tracking, milestones, and reporting.
  • Maintain project documentation and ensure version control across stakeholders.
  • Develop and update SOPs, workflows, and process documentation.
  • Coordinate document review cycles, approvals, and policy updates.
  • Monitor deadlines, flag risks, and prevent resource or scheduling conflicts.

    • Operations Systems & Database Management (15%)

  • Manage operational databases and CRM platforms.
  • Maintain rosters, staff lists, vendor records, and other key datasets.
  • Support system updates, troubleshoot issues, and manage access permissions.
  • Generate Excel-based dashboards, tracking sheets, and performance reports.
  • Assist in system implementations by supporting testing and training.

    • Summer Operations Support (15%)

  • Serve as the primary point of contact during peak summer operations.
  • Log support tickets, track resolutions, and maintain communication logs.
  • Coordinate logistics including supplies, equipment tracking, shipping, and inventory.
  • Maintain emergency protocols and documentation.
  • Process incident reports, timesheets, and daily program updates.

    • Partnership & Program Administration (10%)

  • Support partnership documentation, contract tracking, and invoice coordination.
  • Maintain organized files for university and program relationships.
  • Schedule partner meetings, distribute updates, and track requests.
  • Support administrative tasks for new program launches.
  • Track deliverables, compliance requirements, and renewal timelines.

    • Communications & Stakeholder Coordination (10%)

  • Draft and distribute operational communications.
  • Maintain communication calendars and distribution lists.
  • Facilitate information flow across operations, enrollment, marketing, and finance.
  • Support Regional Directors with administrative and communication needs.
  • Maintain templates, FAQs, and knowledge resources.

    • Training & Meeting Logistics (3%)

  • Coordinate logistics for training sessions and operational meetings.
  • Manage registration processes and prepare training materials.
  • Track attendance and support virtual and in-person meeting facilitation.

    • Financial & Procurement Support (2%)

  • Assist with purchase orders, vendor coordination, and expense documentation.
  • Track budget spending and support procurement workflows.
  • Process reimbursements and assist with financial record-keeping.

    • Quality Assurance & Process Improvement (2%)

  • Identify opportunities to streamline operations and improve efficiency.
  • Maintain quality-control standards across workflows and documentation.
  • Support compliance reviews and operational audits.
  • Maintain checklists, templates, and tools for consistent program delivery.
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