Senior Executive and Admin Assistant

About Penbrothers

Penbrothers is an HR & remote talent management partner and one of the fastest growing companies in the Philippines. We provide talented Filipinos with global opportunities in high-growth startups and dynamic companies, from the comfort of their own homes.

About the Client

Our client is a leading CPA firm based in San Francisco, California specializing in accounting, finance, HR, and tax consulting services tailored for seed and venture capital-funded startups. Serving over 500 startups across various industries—including information technology, media, retail, utilities, healthcare, manufacturing, and industrial sectors, the client has been instrumental in helping clients collectively raise over $10 billion in venture capital funding.

About the Role

The Senior Executive and Admin Assistant provides comprehensive, high-level executive support to the Executives and teams, facilitating efficient operations across the executives' schedule, communications, travel, and client/employee engagements. This role acts as a gatekeeper and trusted partner, handling sensitive information with the utmost confidentiality and anticipating the needs to ensure smooth workflows.

What you'll do

Calendaring & Scheduling (30%)

• Manage the executive's calendar with precision, coordinating meetings, calls, and events while ensuring timely follow-ups and prioritization of appointments.
• Schedule and coordinate bi-annual check-ins with clients to maintain relationships and gather feedback.
• Schedule and coordinate bi-annual employee check-ins.

Travel & Conference Planning (25%)

• Arrange all aspects of travel for the Executives, including booking flights, accommodations, local transportation, and managing last-minute changes.
• Register and schedule for relevant industry conferences and events, coordinating logistics and preparing itineraries.
• Process travel expenses and maintain detailed records of expenditures, ensuring compliance with company policies.

Communications & Correspondence (25%)

• Draft, edit, and review internal and external communications on behalf of the 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 the Executives.

Client & Employee Engagement Coordination (10%)

• Track and 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.
• Organize cookie or gift drops for clients and employees, including managing delivery timelines, coordinating with vendors, and planning efficient route maps for distribution.

Executive-Level Administrative & Project Support (10%)

• Handle day-to-day administrative duties, including data entry, report preparation, and other tasks.
• Support the Executives with special projects, including research, tracking timelines, creating presentations, and managing project progress as directed.
• And any other duties and tasks to support business needs as directed by management.

What You Bring

• 5+ years of experience as an Executive Assistant, remotely supporting Executives of a small firm people)
• Must be willing to regularly work East Coast hours to align with the Executive's working hours. (8am to 5pm East Coast)
• Ability to manage travel and calendar coordination and scheduling in a fast-paced, deadline-driven environment
• Tech savvy with advanced proficiency in Google Workspace and scheduling/workflow software
• Experience in a fully-remote people-centric company culture by design (not just temporarily during the pandemic
• 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
• High attention to detail, ensuring accuracy and consistency across all tasks and documents
• Superb interpersonal skills to nurture professional relationships with clients, employees, and external contacts
• Ability to work with a strong sense of urgency in a fast-paced setting with a wide variety of tasks

Preferred qualifications:

• Bachelor's Degree from an accredited university
• Experience in a professional services firm (accounting, consulting, law firm, marketing/PR/advertising, etc.)
• Experience with CRM tools for tracking engagements and milestones
• Experience with project management software, such as Trello
• Experience in a start-up/entrepreneurial environment
• Experience with newer platforms such as Slack, Salesforce, 1Password, Airtable, Box, Loom and many others

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.

What You'll Get

At Penbrothers, we are obsessed with creating positive employee experiences. Here you'll find an environment that nurtures learning and provides opportunities for growth. You'll have the opportunity to make an impact on fast-growing startups and dynamic companies.

• Meaningful work & Growth: We take every opportunity to stretch ourselves and deliver an excellent client experience.
• Employee as our biggest asset: We are genuinely invested in our people's career and welfare.
• Global reach & local impact: Get to work with high-growth startups and dynamic companies from the comfort of your own home.
• Powering global startups: We've created 1,400 Filipino jobs that empower global start-ups to focus on growth.