Offer summary

Qualifications:

Proven experience as an executive assistant or in other administrative roles., Strong organizational skills and attention to detail., Excellent communication skills, both written and verbal., Ability to handle sensitive information with confidentiality..

Key responsabilities:

Manage the executive’s calendar and coordinate meetings and events.

Arrange travel logistics and manage expenses for the Executives.

Draft and review communications on behalf of the Executives.

Coordinate client and employee engagement activities, including acknowledgments and gifts.

Job description

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 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.

Required profile