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High-Level Administrative Professional

1 week ago

Mandaluyong City, National Capital Region, Philippines Penbrothers Full time

About Penbrothers

We empower talented individuals to reach their full potential through our innovative HR and remote talent management solutions.

About the Client

Our client is a respected CPA firm based in San Francisco, California, offering accounting, finance, HR, and tax consulting services for seed and venture capital-funded startups.

About the Role

The Executive and Admin Assistant provides exceptional support to Executives and teams, ensuring seamless day-to-day operations and effective communication across various channels.

This role requires exceptional organizational and time management skills, with a focus on delivering results in a fast-paced environment.

Key Responsibilities:

  • Calendar management and event coordination, ensuring timely follow-ups and prioritization of appointments.
  • Scheduling and coordinating bi-annual check-ins with clients and employees to maintain relationships and gather feedback.
  • Travel and conference planning, including arranging flights, accommodations, and local transportation.

Travel & Conference Planning (25%):

  • Book and manage travel arrangements for Executives, ensuring compliance with company policies.
  • Register and schedule for relevant industry conferences and events, coordinating logistics and preparing itineraries.
  • Process travel expenses and maintain detailed records of expenditures.

Communications & Correspondence (25%):

  • Draft, edit, and review internal and external communications on behalf of Executives, ensuring accuracy and professionalism.
  • Prepare agendas, attend meetings, take notes, and track follow-up actions.
  • Manage the inbox, prioritize emails, and pre-draft communication for Executives.

Client & Employee Engagement Coordination (10%):

  • Send timely birthday and work anniversary acknowledgments to employees and clients, creating personalized messages or selecting gifts.
  • Organize and distribute holiday cards to clients and employees, ensuring personalization and timely delivery.
  • Select and send appropriate gifts for clients and employees based on guidelines or personal preferences.

Required Skills & Qualifications:

  • 5+ years of experience as an Executive Assistant, remotely supporting Executives of a small firm (100-400 people).
  • Ability to manage travel and calendar coordination and scheduling in a fast-paced, deadline-driven environment.
  • Advanced proficiency in Google Workspace and scheduling/workflow software.
  • Exceptional organizational skills with the ability to manage and prioritize multiple tasks effectively.
  • Strong written and verbal communication skills, with an ability to draft professional correspondence and reports.

Benefits & Opportunities:

  • An environment that fosters growth and development.
  • The chance to work with a strong sense of urgency in a fast-paced setting with a wide variety of tasks.