Financial US Executive Assistant

About Penbrothers

Penbrothers is an HR and remote talent management partner and one of the fastest-growing companies in the Philippines. We connect talented Filipinos to global opportunities with high-growth startups and dynamic companies, enabling them to build careers from the comfort of their own homes. We provide end-to-end support in recruitment, HR, payroll, compliance, and employee engagement - creating an environment where talent can thrive and global companies can grow.

About the Client

Our client is a leading independent insurance agency with over 50 years of experience, specializing in high-net-worth individuals, families, and businesses. The firm provides bespoke insurance, estate planning, and wealth transfer solutions, working closely with clients' advisors to safeguard legacies and optimize financial outcomes. Their offerings include life insurance, long-term care, executive benefits, and business continuity strategies. They are recognized for their collaborative approach, deep industry expertise, and commitment to delivering tailored solutions that meet the complex needs of affluent clients and business leaders.

Work Hours: Monday-Friday | 8:00 AM-5:00 PM Pacific Time (Inclusive of 1-hour lunch break. 40-hour workweek based on the Philippine labor law.)

What You'll Do

As the primary point of contact for tenants, your main responsibilities will include:

1. Financial Reporting and Tracking

• Commission Management: Track and reconcile reinsurance commissions, ensuring accurate documentation and promptly flagging any discrepancies or payment errors.
• Expense & Budget: Monitor and reconcile monthly personal and corporate expenses across multiple accounts, preparing detailed expense reports and basic budget analyses.
• Financial Analysis & Acumen: Apply strong financial acumen (beyond basic bookkeeping) to analyze data, flag trends, and offer basic commentary on financial reports. Handle and process sensitive financial data with precision.

2. Executive Support & Resourcefulness

• Proactive Problem-Solving: Serve as a resourceful "gatekeeper" who can navigate administrative challenges, find solutions, and "not take no for an answer" to ensure assignments (like travel issues or administrative logistics) are completed efficiently.
• CRM Management (Hard Skill): Regularly utilize and maintain the Salesforce CRM, specifically focusing on the ability to modify existing reports and build new reports to track client and commission data.
• Calendar & Travel: Manage executive calendars, schedule meetings, coordinate travel arrangements, and handle logistical follow-up.

3. Confidentiality and Communication

• Confidentiality: Strictly maintain confidentiality and exercise absolute discretion regarding all personal and corporate financial information.
• Communication: Provide daily updates (beginning and end of day) and be responsive via Slack and Outlook, managing correspondence with politeness and professionalism.

What You Bring

• Timezone: Must be able to work full-time during Pacific Time (PT) business hours.
• Experience Level: 2-4+ years of proven experience in an Executive Assistant, Personal Assistant, or Financial Support role, preferably supporting US executives.
• Hard Requirement: Salesforce Proficiency: Direct, demonstrable experience using Salesforce for data entry, maintenance, and, critically, the ability to modify and create new reports.
• Financial Acumen: Strong experience in financial tracking, expense reconciliation, and analysis (beyond basic bookkeeping). Experience in wealth management or the financial services industry is a significant plus. Insurance industry experience is not required.
• Technical Tools: Proficiency in Microsoft Office Suite (especially Excel), Slack, and Outlook.
• Personality & Work Ethic: Must be highly sharp, proactive, detail-oriented, and resourceful, with a commitment to accomplishing tasks and prioritizing effectively.
• Confidentiality: Must have a professional history that demonstrates trustworthiness and absolute discretion.

Hiring Process

We utilize AI tools to enhance our hiring efficiency and ensure a fair evaluation of all candidates. As a result, candidates who passed our initial evaluations should expect an AI Interviewer as a component of our recruitment process. This is supervised by Human Talent Acquisition Experts who will also engage with you throughout your application journey.